QuickBooks Database Server Manager: A Comprehensive Setup Guide

Quickbooks Database Server Manager is essential for businesses utilizing QuickBooks Desktop in a multi-user environment. It acts as the backbone for sharing company files across a network, allowing multiple users to access and work on the same data simultaneously. If you’re setting up a network for your business or need to enable multi-user access to your QuickBooks files, understanding and properly installing the QuickBooks Database Server Manager is crucial.

This guide will walk you through the process of installing and configuring QuickBooks Database Server Manager, ensuring your network is set up for seamless multi-user access. Let’s dive in.

Understanding QuickBooks Database Server Manager

Before we begin, it’s important to understand what QuickBooks Database Server Manager does. Think of it as a traffic controller for your QuickBooks company files on a network. It resides on your server computer and manages access to these files, ensuring data integrity and smooth operation when multiple users are connected.

Key benefits of using QuickBooks Database Server Manager:

• Multi-user access: Enables multiple users to access and work on company files concurrently.
• File sharing: Facilitates sharing QuickBooks company files across your network.
• Network monitoring: Helps monitor and manage your QuickBooks multi-user network environment.

Note: If you are using QuickBooks Desktop on a single computer and do not require multi-user access, you do not need to install the Database Server Manager.

Downloading QuickBooks Database Server Manager

The QuickBooks Database Server Manager is not a separate download; it’s included within the QuickBooks Desktop installation files. Therefore, to get the Database Server Manager, you need to download the QuickBooks Desktop installation package.

To download the latest version of QuickBooks Desktop, you can visit the official QuickBooks Downloads page. Ensure you download the version of QuickBooks Desktop that matches your license and requirements.

Installing QuickBooks Database Server Manager

The installation process needs to be performed on the server computer – the machine that will host your QuickBooks company files and manage network access.

Important Considerations Before Installation:

• Install Order: If you are hosting multiple versions of QuickBooks Desktop on your server (common for accountants), install them in order from oldest to newest version.
• Close Applications: Ensure all programs, including QuickBooks, are closed on the server computer before starting the installation.

Here are the steps to install QuickBooks Database Server Manager:

1. Run the Installer: Locate and run the QuickBooks Desktop installation file (usually named Setup_QuickBooks.exe).

2. Follow On-screen Instructions: The QuickBooks installer will guide you through the initial steps. If prompted, you will need your product and license numbers. You can usually find these in your QuickBooks purchase confirmation or Intuit account.

3. Choose Custom or Network Options: When you reach the installation type selection screen, do not select “Express”. Choose “Custom or Network Options” and click “Next”.

   This image visually represents the ‘Custom or Network Options’ choice during QuickBooks Desktop installation, highlighting its importance for Database Server Manager setup.

   Note: The “Express” option might overwrite previous QuickBooks installations, which can be problematic if you need older versions for comparison or troubleshooting.

4. Select Network Setup Option: Choose the option that best fits your network configuration. Both options below install the Database Server Manager.

   • Option 1: “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 is the recommended option if you plan to use QuickBooks Desktop on the server computer itself, in addition to hosting company files for network sharing.

   • Option 2: “I will NOT be using QuickBooks Desktop on this computer.” Select this option if you only want the Database Server Manager installed on the server and will not be using QuickBooks Desktop directly on this machine.

   This image illustrates the network setup choices during QuickBooks Desktop installation, emphasizing the selection for Database Server Manager installation.

5. Complete Installation: Follow the remaining on-screen prompts to finish the installation. Click “Install” when ready. Windows may request administrator permissions during the installation process.

Post-Installation – QBDataServiceUser:

QuickBooks creates a unique Windows user account for each version of Database Server Manager you install. These accounts are named in the format QBDataServiceUserXX (e.g., QBDataServiceUser33 for QuickBooks 2023).

It’s crucial to grant these QBDataServiceUserXX accounts the necessary permissions to access the folders where your QuickBooks company files are stored. This ensures the Database Server Manager can properly access and manage your company files for network sharing.

Configuring QuickBooks Database Server Manager

In most cases, the default configuration of QuickBooks Database Server Manager will suffice. However, you can customize the settings if needed.

Here’s how to configure the Database Server Manager through Windows Services:

1. Open Windows Services: Press the Windows key, type “Services”, and open the Services application.

2. Locate QuickBooksDBXX Service: Find the service named “QuickBooksDBXX”, where “XX” represents the QuickBooks version year (e.g., QuickBooksDB33 for QuickBooks 2023).

3. Service Properties: Right-click on the “QuickBooksDBXX” service and select “Properties”.

4. General Settings:

   • In the “General” tab, check the “Service status”. If it’s “Started” or “Running”, click “Stop”.
   • Set “Startup type” to “Automatic” to ensure the Database Server Manager starts automatically when the server boots up.

5. Log On Settings:

   • Navigate to the “Log On” tab.
   • Select “Local System account”. This is generally the recommended setting for QuickBooks Database Server Manager.

6. Recovery Settings:

   • Go to the “Recovery” tab.
   • For “First failure”, “Second failure”, and “Subsequent failures”, choose “Restart the Service”. This ensures the Database Server Manager attempts to restart automatically if it encounters issues.

7. Apply and Start: Go back to the “General” tab and click “Start” to restart the Database Server Manager with the new configuration. Click “OK” to save the changes.

Setting Firewall Permissions for Database Server Manager

Firewall and antivirus software can sometimes block network communication required for QuickBooks Database Server Manager. You need to configure your firewall to allow QuickBooks Database Server Manager to operate correctly on your server computer.

Refer to your firewall and antivirus software documentation for specific instructions on adding exceptions or allowing programs. Generally, you’ll need to ensure that the QuickBooks Database Server Manager executable (and related QuickBooks processes) are allowed through the firewall.

Scanning Company Files with Database Server Manager

Once the Database Server Manager is installed and configured, the final step is to scan your company files so they can be hosted and shared over the network.

You can typically do this through the QuickBooks Database Server Manager application (which is usually accessible from the Windows Start menu under QuickBooks program group). The application allows you to specify the folders containing your QuickBooks company files. Scanning these folders makes the company files visible and accessible to other QuickBooks Desktop users on your network.

By following these steps, you should have successfully installed and configured QuickBooks Database Server Manager, enabling multi-user access to your QuickBooks Desktop company files. This setup is crucial for collaborative accounting and efficient teamwork within your business.