QuickBooks Database Server Manager is a crucial component for businesses utilizing QuickBooks Desktop in a multi-user environment. This tool facilitates the sharing of company files across a network, enabling multiple users to access and work on the same QuickBooks data simultaneously. If you’re setting up a network to enhance team collaboration with QuickBooks, understanding and implementing the Database Server Manager is essential. It not only grants network access to your company files but also provides monitoring capabilities for your multi-user network, ensuring smooth and efficient operation.
It’s important to note that if your QuickBooks Desktop usage is limited to a single user and you don’t require file sharing across a network, the Database Server Manager is not necessary. Its primary function is to enable multi-user access to your QuickBooks company files.
Downloading QuickBooks Database Server Manager
The QuickBooks Database Server Manager is inherently included within the QuickBooks Desktop software package. Therefore, a separate download is not required.
To ensure you have the latest version of the Database Server Manager, simply download and update your QuickBooks Desktop application. The update process automatically includes and updates the Database Server Manager to the most current version. You can download the latest updates from the official QuickBooks Desktop downloads page.
Installing QuickBooks Database Server Manager
The installation process for QuickBooks Database Server Manager is straightforward and is typically performed on the server computer – the machine that will host your company files and act as the central access point for other users on your network.
Important Installation Note: For users managing multiple versions of QuickBooks Desktop on a single network, particularly accountants, it’s critical to install versions in ascending order, starting with the oldest and concluding with the newest. This sequential installation prevents potential conflicts and ensures proper functionality across different versions.
Follow these steps to install the QuickBooks Database Server Manager:
- Close all programs: Begin by closing all running applications on your server computer, including QuickBooks Desktop itself.
- Run the installer: Locate and run the QuickBooks Desktop installation file, typically named
Setup_QuickBooks.exe. - Follow on-screen prompts: Adhere to the installation instructions displayed on your screen. You will be prompted for your product and license numbers, which can be retrieved if needed.
- Choose Custom or Network Options: When prompted to select an installation type, it is crucial to choose Custom or Network Options. Avoid the Express option. Select Next to proceed. The Express option might overwrite existing QuickBooks Desktop installations, which might be undesirable if you need to maintain previous versions for comparison or troubleshooting.
- Select Network Setup Option: Choose the option that best reflects your network configuration and click Next. Both options presented here will install the Database Server Manager. Importantly, if QuickBooks Desktop is already present on your server, this process will not overwrite any existing company data.
- Option 1 (Recommended): “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.” This option installs both QuickBooks Desktop and Database Server Manager on the server. This is generally the recommended setup for most users as it provides full functionality on the server machine.
- Option 2: “I will NOT be using QuickBooks Desktop on this computer.” Select this if you intend to use the server solely as a host for company files and manage the Database Server Manager, without directly using QuickBooks Desktop on the server itself.
- Complete the installation: Continue following the remaining on-screen instructions. When ready, click Install. You may be prompted by Windows for administrative permissions during the installation process.
User Account Creation: QuickBooks automatically creates a dedicated Windows user account for each installed version of Database Server Manager. For instance, Database Server Manager 2023 will create a user named QBDataServiceUser33.
It is essential to grant the newly created QBDataServiceUserXX account appropriate permissions to access the folders containing your QuickBooks company files. These users may appear when you are configuring system-level permissions for folders and files.
Configuring QuickBooks Database Server Manager
For most users, the default settings of the Database Server Manager will suffice. However, for advanced configurations or troubleshooting, you can manually configure the service settings. If you are satisfied with default settings, you can skip this section.
To configure the Database Server Manager:
- Open Services: Access the Windows Start menu and type Services. Open the Services application.
- Locate QuickBooksDBXX: In the Services window, find and select the service named QuickBooksDBXX, where XX represents the QuickBooks version number.
- Stop the Service (if running): In the service properties window, under the General tab, check the Service status. If it indicates Started or Running, click Stop.
- Set Startup Type to Automatic: In the Startup type dropdown menu, select Automatic. This ensures the Database Server Manager starts automatically when the server computer is started.
- Set Logon as Local System account: Navigate to the Logon tab and select Local System account.
- Configure Recovery Options: Go to the Recovery tab. For First failure, Second failure, and Subsequent failures, select Restart the Service from the dropdown menus. This ensures the service automatically restarts in case of any failures.
- Restart the Service: Return to the General tab and click Start to restart the Database Server Manager with the new configuration settings.
Setting Firewall Permissions
Proper firewall configuration is crucial for allowing network access to your QuickBooks company files. Ensure that your firewall and antivirus software are configured to permit the Database Server Manager to operate correctly on your server computer. This often involves adding exceptions for QuickBooks Database Server Manager and related QuickBooks processes within your firewall settings. Refer to your firewall and antivirus software documentation for specific instructions on adding exceptions.
Scanning Company Files
Once the Database Server Manager is installed and configured, the final step is to scan your company files using the Database Server Manager. This process allows the Server Manager to recognize and manage your company files for network sharing. You can find detailed instructions on how to scan your company files within the QuickBooks Desktop help documentation or online resources. This step ensures that your company files are properly hosted and accessible to authorized users across your network.
By following these steps, you will have successfully installed and configured QuickBooks Database Server Manager, enabling multi-user access to your QuickBooks Desktop company files and enhancing collaboration within your business.
