Use QuickBooks Database Server Manager – Multi-User Guide

A network server works in sharing company files, but only for single users. In case of multiple users, you use QuickBooks Database Server Manager. It helps share company files over your network with other computers. It is also beneficial for multi-user network monitoring.

After installing and setting up the QuickBooks Database Server Manager, you need to scan your company files. After scanning, you can access the company files from other PCs on your network. You and your users can work together from multiple computers in QuickBooks Desktop with QBDSM.

Through this guide, we’ll discuss how to run and use QuickBooks database server manager.

Steps to Run Database Server Manager on Windows 11

The steps to run Database Server Manager on Windows 11 for QuickBooks are as follows:

Step 1: Scan the Folders Holding Files

Before sharing the company files, scan the folders holding them, even if you do it only once.

1. On the server system (the one hosting your company files), open the Windows Start menu.
2. Type Database in the search bar, then open QuickBooks Database Server Manager.
   
   
3. Click the Scan Folders tab.
4. Click Browse and select the folders containing your company files (QBW).
5. Once you select all folders, hit OK.
   
   
6. After choosing the folders, click Start Scan to proceed.

When the scan finishes, you’ll find the folder in the QuickBooks company files found section. This way, you and your network can share QuickBooks files and access them from other PCs in this folder.

Step 2: Monitor the Drives & Folders

After you scan the folders, the drives holding them will show up in the Monitored Drives tab. Choose the drive to monitor these folders. Now, you won’t have to rescan the folders even if you alter or move the company files in them.

1. Click the Monitored Drives tab.
   
   
2. Choose the checkboxes for hard drives holding the company files. 

Note: Make sure you only add drives holding your company files. Also, you won’t be able to monitor mapped drives.

Step 3: Manage Database Server Manager

The Database Server Manager has other tabs that keep everything running smoothly:

• System Tab: Tells you where the QuickBooks Database Server Manager is installed on your PC.

• Database Server Tab: Provides the tool’s real-time status and who’s connected to it.

Problems in Running QuickBooks Database Server Manager

There may be errors or problems when you open or run QBDBMgrN. In such cases, you should restart the Database Server Manager.

You can restart it on your server PC (the one hosting your company files). The restart requires following the steps for your current QuickBooks Database Server Manager setup.

Scene 1: If you Installed QuickBooks Desktop & QuickBooks Database Server Manager

In this case, the following steps prevail:

1. Start your server PC and open QuickBooks Desktop.
2. Click File, then choose Open or Restore Company.
   
   
3. Choose Open a company file. Locate and access your company file, then click Next.
   
   
4. Choose the checkbox Open file in multi-user mode, then click Open.
5. Sign in to the company file.
6. Click File, then hit Close Company/ Log off. This will shut down the company file on the server.
   
   
7. Click and open the Windows Start menu.
8. Type “Database” in the search field, then open QuickBooks Database Server Manager.

If things work smoothly, you are good to go. If the error messages keep coming up, follow the next solution.

Scene 2: If you only Installed QuickBooks Database Server Manager

The steps comprise:

1. Press Windows + R and type services.msc in the Run command box.
   
   
2. Press Enter or click OK to proceed.
3. Right-click the QuickBooksDBXX service. Then, click Restart.
   
   

Note: XX denotes the year of your QB Database Server Manager. For instance, the 2022 version will be QuickBooksDB32.

If you can’t restart the Database Server Manager, restart the server system. Then, follow these steps again.

Bottom Line

Hopefully, this guide helps you use QuickBooks Database Server Manager without issues. The steps are easy to follow and can help you access company files in multi-user mode. After you install and set up QuickBooks Database Server Manager, you need to scan your company files. Then, use the monitored drives and manage the database server manager. If errors arise, follow the instructions and restart the database server manager.

FAQs

What database does QuickBooks use?

The primary database system that QuickBooks Desktop uses is ‘Sybase SQL Anywhere.’ This database enables the efficient management and storage of financial data. Basically, the core functionality of QuickBooks depends on an SQL-based database.

How do I open QuickBooks Database Server Manager?

Opening QuickBooks Database Server Manager is quite easy. You need to go to the Start menu, search “Database,” and open the QuickBooks Database Server Manager result. The program will open and you can now access your QuickBooks company files on a network.

What should I do if QuickBooks Database Server Manager is not detecting my company files?

If the QuickBooks Database Server Manager is not finding your company files, you should restart it. The steps will be different if you have one or both QuickBooks Desktop and Database Server Manager installed on the PC. The restart process will refresh the connection and boost the performance.

What firewall settings should I configure for QuickBooks Database Server Manager?

Firewall settings configuration for QuickBooks Database Server Manager involves allowing access to port 8019, XXXXX on your firewall. XXXXX means a specific port number provided during QuickBooks installation. This port number will be available on the ‘Port Monitor’ tab in the QuickBooks Database Server Manager.

How do I switch to multi-user mode in QuickBooks using Database Server Manager?

You should open the company file on the server PC in QuickBooks. Go to File > select open or restore company, then open a company file. Locate your company file and tick the checkbox Open the file in multi-user mode. Then, click Open and sign into your company file.

How do I manage folder permissions for QuickBooks Database Server Manager?

To manage folder permissions in QuickBooks Database Server Manager, right-click the folder you want to share. Select Properties, then choose Share this folder on the Sharing tab. Click the Security tab, then Permissions to manage permissions for each user for accessing the folder. Click Apply and OK to finish.

How do I ensure secure multi-user access with QuickBooks Database Server Manager?

You can secure multi-user access with QuickBooks Database Server Manager by configuring the antivirus and firewall permissions. The QuickBooks server should be set up on a dedicated PC. You should manage permissions to the folder properly. The firewall settings should be with necessary connections only. Also, regular monitoring of the Database Server Manager is important.