The QuickBooks Database Server Manager, QBDBSM, is an application for companies using QuickBooks Desktop. The program aims to provide multi-user access to the same company file over a network and allows many people to access a file simultaneously without experiencing conflicts. This help article explains the functionality and installation of QuickBooks Database Server Manager and how you can run your business smoothly and efficiently.

What is QuickBooks Database Server Manager?

QuickBooks Database Server Manager is a utility that manages the database files for QuickBooks Desktop on a server. It establishes network data files (.ND) that can be accessed by more than one user, sharing company files stored on a host computer. It is relevant to businesses of all types, handling their business operations in a multiple-user environment, thus ensuring seamless team collaboration and coordination.

Key Features

Multi-version support In QBDBSM, one can run multiple versions of QuickBooks Desktop on a single network which is a big boon for companies transitioning to some newer version while yet needing access to older data. Automatic scanning of company files into local devices. It’s easy to manage and access these files.

User Management: QBDBSM creates a separate user account for every version of QuickBooks and allows access to company files in a safe and organized way

Real-time Monitoring: The database server manager lets the administrators monitor which users are logged and what is the status of the database services so that they can proactively manage the server environment.

Installation and Setup: Before you install QBDBSM, be sure you’re running the correct version of QuickBooks Desktop on your server. If you’re starting from scratch, you can download the installer for QuickBooks Desktop, which will contain the Database Server Manager.

Installing the Database Server Manager

Download the Update to the Database Server Manager: You won’t need to download QBDBSM if you are installing QuickBooks Desktop; simply ensure that your update is the right one for your machine.

1. Shut down all open applications, including QuickBooks.
2. Open the QuickBooks setup file you downloaded
3. Follow the prompt. You will be requested your license and product number so have those handy
4. On the install screen choose ‘Custom or Network Options’
5. Decide if Database Server Manager and QuickBooks Desktop are to be installed on the server or if only Database Server Manager is to be installed on the server
6. Configuring the Database Server Manager
7. Open the ‘Services’ application from within Windows
8. You will see the QuickBooksDBSM service listed when  is your version of QuickBooks.
9. Enable it to ‘Automatic’ and let it work properly.

Firewall Permission Setup: set the firewall so that, there will be proper communication between Database Server Manager and other devices in the network. Uninterrupted access is must.

Database Server Manager Update: though updates are done through QuickBooks Desktop updates, nonetheless, it needs to be updated time by time.

Setting Up Database Server Manager

Once you are done with the installation, you should configure your Database Server Manager to run efficiently:

Open Database Server Manager: Access QuickBooks using Start menu and click on Database Server Manager.

Scan for Company Files:

1. Use the ‘Scan Folders’ tab to add and scan folders containing your company files.
2. Click ‘Start Scan’ for finding all available QuickBooks company files.
3. Monitor Drives: Monitor all scanned folders using the ‘Monitored Drives’ tab. Only map drives with company files as mapped drives can’t be monitored.

Manage Database Settings:

The ‘System Tab’ directs one to the location of the installed database server.

The ‘Database Server Tab’ tracks at what point in time how many active users are connected.

Steps for Using QBDBSM

Open Server Manager: Click on the Start menu just mentioned

Scanning Folders: Ensure that all the folders, which the company adopts and comprises files related to it, are scanned so that their access can be smooth for all using the system.

Add new folder: If the user wants to add newly introduced files by companies, navigate to the ‘Add Folder’ option.

Remove Unused Folders: If a folder is considered unnecessary, it can be deleted by selecting the folder and clicking ‘Remove Folder’.

 Database Server Manager requires sometimes just a restart of service to be efficient and mainly after changes or updates.

Rebuilding QuickBooks Database Server Manager

If the issue remains with the Database Server Manager, then it may need a reconstruction. To reconstruct it, do as follows:

1. Open QuickBooks and click on the File menu.
2. Click ‘Utilities’ and then ‘Rebuild Data’.
3. Just follow the prompts and allow the process to complete.
4. Click OK to confirm repair after the complete process

Conclusion

One of those tools for companies depending on many different users gaining access at the same time is QuickBooks Database Server Manager. Understanding features, installation, and management of QBDBSM will allow you to ensure that QuickBooks functions more smoothly and efficiently. Proper configuration and maintenance of QBDBSM will enable your organization to collaborate well toward improving productivity and accuracy in financial management. For further information contact QuickBooks Enterprise Support.

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