QuickBooks Database Server Manager

QuickBooks Database Server Manager

QuickBooks database server manager plays an important role in QuickBooks Desktop and most of the users are still not well aware of this particular tool. Don’t worry, we come with this ultimate guide for the purpose to provide a clear understanding and enhance knowledge by collecting the information from this guide.

It also helps users to handle and manage their QuickBooks accounting software more smartly and effectively. Let’s start with the definition and will see further one by one.

What is QuickBooks Database Server Manager

It is also commonly known as Intuit’s personal database management tool and directly associated with the QuickBooks Desktop. If users want to use multiple QuickBooks versions then it is required to install the tool and also you’ll not be able to use QB Desktop without using the QBDBMS tool. Once you install the tool then it makes most of your activities easier and also you can easily create network data files on the host system or the host workstation for every company file.

Enhance your knowledge by exploring the procedure of setup and updating and collecting all QuickBooks Database Server Manager-related information. Before getting started with the procedures, you should know about the uses of QBDBMS tools that are mentioned below:

  • Check automatically the local storage device to detect a new file (company file).
  • It will scan the company files which is mandatory for multi-user access.
  • Create .ND file on the host server.
  • Track the local hard drives in your system.

Steps to Install, Setup and Use QuickBooks Database Server Manager

Setting up database server manager in QuickBooks Desktop allows you to share your company files across different computers on your network. This is especially helpful for multi-user networks and helps in keeping track of your network activities.

Before you begin, make sure to understand how to set up networks for QuickBooks Desktop. If you don’t want to have multiple users then you can skip installing the database server manager unless you want others to access your file. 

Downloading QuickBooks Database Server Manager

Database Server Manager is included in the QuickBooks Desktop file. Just download and update QuickBooks Desktop then the Database Server Manager will automatically updated.

Installing Database Server Manager

Install the QuickBooks database server manager on the computer that hosts your company files (your server computer). If you host multiple versions of QuickBooks Desktop then install them in order. Starting with the oldest and ending with the most recent.

  • Close all open programs including QuickBooks on your server computer.
  • Open the downloaded install file named Setup_QuickBooks.exe.
  • Follow the onscreen instructions. If you need your product or license numbers then find them as directed.
  • Choose ‘Custom‘ or ‘Network Options‘ when prompted to select an install type. Avoid ‘Express’ to prevent overwriting your previous QuickBooks version.
  • Select the best option for your network setup and follow the on-screen instructions.
  • Choose ‘I’ll be using QuickBooks Desktop on this computer’ if you want both Database Server Manager and QuickBooks Desktop.
  • Complete the remaining on-screen instructions and select ‘Install‘ when ready. You may need to grant permission if prompted by Windows.
  • If you installed QuickBooks Desktop and Database Server Manager
    • Open QuickBooks Desktop on your server computer
    • Go to File then Open or Restore Company.
    • Select Open a company file and find and open your company file then click Next
    • Choose Open file in multi-user mode and select Open
    • Sign in to your company file.
    • Go to File and select Close Company/Log off to close your company file on the server.
    • Access the Windows Start menu, search for “Database,” and open QuickBooks Database Server Manager.
  • If you only installed Database Server Manager
    • Access the Windows Start menu.
    • Search for an open Control Panel.
    • Navigate to Administrative Tools and open Services.
    • Right-click the QuickBooksDBXX service and select Restart (XX is the year of your Database Server Manager, e.g., QuickBooksDB31 for the 2021 version)
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Setup the Database Server Manager

If you prefer using the default settings then you can move on to Step 3 without making changes here.

  • Open the Windows Start menu.
  • In the search bar type ‘Services‘ and open the Services application.
  • Locate and open QuickBooksDBXX (XX represents the version number).
  • Under the ‘General’ section check the Service status. If it’s ‘Started’ or ‘Running,’ click ‘Stop.’
  • Choose ‘Automatic‘ in ‘Startup type’. 
  • Navigate to Logon and select ‘Local System account.’
  • Move to the recovery section and choose ‘Restart the Service‘ for First failure, Second failure and Subsequent failures.
  • Return to General and click ‘Start‘ to restart Database Server Manager.

Use QuickBooks Database Server Manager

Learn how to share your company files across a network using Database Server Manager in QuickBooks Desktop. Once you install Database server manager then the next step is to scan your company files. This enables access to your files from other computers on the network and facilitates collaborative work in QuickBooks Desktop across multiple devices.

If you have any queries about hosting then feel free to reach out to our team of experts.

Step 1: Scan Your Folders

Before sharing your files the user must perform a one-time scan for the folders containing them.

  • Access the Windows Start menu on your server computer (the one hosting your company files).
  • Search for “Database” and open QuickBooks Database Server Manager.
  • Navigate to the Scan Folders tab.
  • Click Browse and choose the folders holding your company files (QBW).
  • Select OK when done.
  • When the file is ready then click Start Scan

Once the scan completes, the folders will appear in the ‘QuickBooks company files found’ section. Now, you can access these files from other computers on your network.

Step 2: Monitor Your Drives

After scanning folders the drives containing them will appear in the Monitored Drives tab. Choose the drive to monitor these folders. This will  prevent the need to rescan if you ever change or relocate the company files. 

  • Go to the Monitored Drives tab. 
  • Check the boxes for the hard drives housing your company files. 

Step 3: Manage Database Server Manager

Several tabs in Database Server Manager ensure smooth operation.

  • The System tab reveals the installation location of Database Server Manager on your computer.
  • The Database Server tab displays real-time status and connected users.
  • Restart Database Server Manager
  • If you encounter issues opening Database Server Manager or see an error then consider restarting it on your server computer (where your company files are hosted).

Uninstall QuickBooks Database Server Manager

Users should also know the uninstall process including installing processes because it happens when sometimes users wish to uninstall the tool due to various reasons. So, here are the steps to uninstall.

  • Very first, go to the option named “Programs & Features” and then click on the uninstall software
  • After that, select and click on “QuickBooks database server manager
  • Now, from the top of the windows, you can see the option uninstall or change then select the same
  • With the help of on-screen instruction, you can easily uninstall and remove the “QBDSM Tool
  • At last, verify that the uninstall process is complete.

Restart QuickBooks Database Server Manager

Users can restart the Tool with two methods. Have a look at the methods one by one.

When the QuickBooks Desktop and Database Server Manager is installed on the computer

  • Initially, open the QuickBooks Desktop on the main computer
  • Next, select the option named “open or restore company” within the “File” menu
  • After that, select the option named “Open a company file” and then choose the desired company file
  • Once you’re done with that, click on the “Next” button
  • To proceed further, select the checkbox named “Open file in multi-user mode” and open it
  • Once you complete all the processes then log into the company file and then select the “Close Company/Logoff” option within the “file” menu.
  • At last, reopen the Tool once again, you need to press the Windows Start button and type “Database” in the search box.

When the Database Server Manager is only Installed on the Computer

  • Firstly, press the Windows start button from the keyboard.
  • Then find the Control Panel and select the Administrative Tools.
  • Now look for the “Services once the administrative tool” open.
  • After that, right-click on the “QuickBooksDBXX” service and then hit the “Restart” option.
  • Finally, you can see the QuickBooks Database server manager tool will reopen once again.
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In any case, if you are not able to understand or are stuck in any steps then it is suggested you seek assistance from the QuickBooks help desk team by dialing a toll-free number. You can also approach them via email at [email protected] or do a live chat with a dedicated professional.

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Frequently Asked Questions

Where is QuickBooks Database Server Manager located?

● In your system, click on the Start or Windows button
● Then click on All Programs and search for the QuickBooks Database Server Manager
● You can also directly search in the Start’s search field
● Then double-click on the option to open it
After that, you can scan the folders and have your company file.

Can I Turn Off QuickBooks Database Manager?

Yes, you can turn off database server manager from QuickBooks.
● Open the Control panel in your system
● Then click on the Programs and Features option.
● Turn Off

Why do I need QuickBooks Database Server Manager?

You need it to enable multi-user access to your QuickBooks company files on a network. The tool organizes and manages these files and makes collaboration among users on different computers seamless.

Can I customize the settings in QuickBooks Database Server Manager?

Yes, you can do that. The default setting works most of the time but if you have any specific preferences then you can configure settings during the installation process. This includes choosing your network options and scan preferences.

How do I grant access to my company files using QuickBooks Database Server Manager?

After installing the application  you need to scan the folders containing your company files on the server computer. This process grants necessary permissions and allows other computers on the network to access and work with these files.

What should I do if QuickBooks Database Server Manager encounters issues?

If you experience such problems then restarting the Database Server Manager can often resolve the issue. Follow the simple steps if you’ve installed QuickBooks Desktop or the Database Server Manager. If problems persist, a computer restart may be necessary.