How to Set Up QuickBooks Database Server Manager (QBDSM)

QuickBooks Database Server Manager (QBDSM) is a vital tool for multi-user access to QuickBooks company files. It allows users to share company files across a network, enabling collaborative work on accounting tasks. Setting up QBDSM ensures smooth and efficient access to company files for all users. In this guide, we will walk you through the step-by-step process of setting up QuickBooks Database Server Manager.

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1. Introduction to QuickBooks Database Server Manager:

QuickBooks Database Server Manager is a utility provided by Intuit that allows QuickBooks Desktop to run in multi-user mode. It creates a network data file (.ND file) for any company file stored on the host computer. QBDSM manages access to the company files for other computers on the network, ensuring data integrity and security.

2. System Requirements for QBDSM:

Before installing QBDSM, ensure that your system meets the following requirements:

• Operating System: Windows Server 2012, Windows Server 2016, Windows Server 2019, Windows 8.1, Windows 10.
• Processor: 2.4 GHz minimum.
• RAM: Minimum 4 GB, recommended 8 GB.
• Disk Space: Minimum 2.5 GB of disk space.
• Network Connection: Gigabit (100/1000baseT) Ethernet adapter.

3. Installing QuickBooks Database Server Manager:

Follow these steps to install QBDSM on your server computer:

Step 1: Download QuickBooks Database Server Manager:

• Log in to your Intuit account and navigate to the Downloads & Updates page.
• Select your QuickBooks Desktop version and click on the Download button for QuickBooks Database Server Manager.
• Save the downloaded file to your computer.

Step 2: Install QuickBooks Database Server Manager:

• Double-click the downloaded QBDSM installer file (e.g., QBServerSetup.exe) to start the installation process.
• Follow the on-screen instructions to install QBDSM. Accept the license agreement and choose the installation location.
• Once the installation is complete, restart your computer if prompted.

Step 3: Set up QBDSM for Multi-User Access:

• Open QuickBooks Database Server Manager from the Start menu or desktop shortcut.
• Go to the Scan Folders tab and click on the Add Folder button.
• Browse to the folder where your QuickBooks company files are stored and click OK.
• QBDSM will now scan the folder and create .ND files for each company file found.

Step 4: Update QuickBooks Database Server Manager:

• It is essential to keep QBDSM updated to ensure compatibility with QuickBooks Desktop updates.
• Periodically check for updates by opening QBDSM and selecting the Updates tab.
• Follow the prompts to download and install any available updates.

Step 5: Configure Firewall and Antivirus Settings:

• QBDSM requires certain ports to be open in your firewall to allow communication between QuickBooks and other computers on the network.
• Consult QuickBooks support or your IT administrator to configure firewall and antivirus settings properly.

5. Testing QuickBooks Database Server Manager:

• After setting up QBDSM, test multi-user access to your QuickBooks company files from other computers on the network.
• Open QuickBooks Desktop on a client computer and choose the Open or Restore Company option.
• Select Open a company file and browse to the network location where your company file is stored.
• If everything is set up correctly, you should be able to open the company file without any issues.

6. Troubleshooting Common Issues:

• If you encounter any errors or issues during the setup process, refer to the QuickBooks support website or contact QuickBooks support for assistance.
• Common issues include firewall blocking, incorrect folder permissions, or network connectivity problems.

Conclusion:

Setting up QuickBooks Database Server Manager is essential for enabling multi-user access to QuickBooks company files. By following the steps outlined in this guide, you can ensure that QBDSM is properly configured and optimized for seamless collaboration and data access in your QuickBooks environment. If you encounter any difficulties during the setup process, don’t hesitate to seek assistance from QuickBooks support or consult with a qualified IT professional.