QuickBooks Database Server Manager Cannot Run Until It Has Been Set Up

5 min readJul 1, 2024

The QuickBooks Database Server Manager (QBDSM) is essential for enabling multiple users to access QuickBooks company files on a network. However, users may encounter an error stating that the “QuickBooks Database Server Manager cannot run until it has been set up.” This issue can disrupt business operations by preventing multi-user access to QuickBooks. This comprehensive guide will explain how to properly set up QBDSM, troubleshoot common issues, and provide a detailed FAQ section to help you navigate any challenges.

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Understanding QuickBooks Database Server Manager

QuickBooks Database Server Manager is a tool that helps you configure the QuickBooks Server for multi-user access. It allows you to monitor your multi-user network, configure your firewall settings, and manage the QuickBooks processes running on your server.

Why Is QuickBooks Database Server Manager Setup Necessary?

Proper setup of QBDSM is necessary to:

Ensure seamless multi-user access to QuickBooks company files.
Manage network data files and monitor the QuickBooks database services.
Configure the necessary firewall and network settings for QuickBooks to function correctly.

Step-by-Step Guide to Setting Up QuickBooks Database Server Manager

Step 1: Download and Install QuickBooks Database Server Manager

Obtain the Installer:

Download the QuickBooks Database Server Manager installer from the official Intuit website or use the installation CD that came with your QuickBooks Desktop product.

Run the Installer:

Double-click the installer file to begin the installation process.
Follow the on-screen instructions. You may need to select the option to install just the QuickBooks Database Server Manager if you are installing on a server machine that doesn’t need the full QuickBooks Desktop application.

Complete the Installation:

Once the installation is complete, restart your computer if prompted.

Step 2: Configure the QuickBooks Database Server Manager

Open QBDSM:

Go to the Start menu, search for QuickBooks Database Server Manager, and open it.

Scan Folders:

In the QBDSM window, go to the Scan Folders tab.
Click Add Folder and navigate to the location of your QuickBooks company files.
Click Scan to scan the folder. This creates the necessary network data files (.ND files) for your company files.

Monitor Your Drives:

Go to the Monitored Drives tab and ensure the drives containing your QuickBooks company files are listed. If not, add them.

Step 3: Set Up Firewall Permissions

Configure Windows Firewall:

Open the Control Panel and go to System and Security > Windows Firewall.
Click on Advanced Settings and select Inbound Rules.
Create new rules to allow QuickBooks ports (8019, 56728, 55378–55382).

Allow QuickBooks Programs:

Ensure QuickBooks programs (such as QuickBooksDBXX and QBW32.EXE) are allowed through the firewall

Step 4: Verify QuickBooks Services

Ensure QuickBooks Services Are Running:

Open the Run dialog (Windows + R) and type services.msc.
Locate QuickBooksDBXX and QBCFMonitorService.
Ensure these services are running. If not, right-click and select Start.

Step 5: Configure Folder Permissions

Set Folder Permissions:

Navigate to the folder containing your QuickBooks company files.
Right-click on the folder, select Properties, go to the Security tab, and ensure Full Control is granted to Everyone and QBDataServiceUserXX.

Also read: Phone >1–888–858–6199> How to Install QuickBooks Tool Hub

Frequently Asked Questions (FAQ)

1. What is QuickBooks Database Server Manager (QBDSM)?

QBDSM is a tool that allows you to configure QuickBooks for multi-user access by creating network data files and managing QuickBooks services on your server.

2. Why does QBDSM need to be set up?

Proper setup ensures that multiple users can access QuickBooks company files simultaneously without errors or connectivity issues.

3. How do I download QBDSM?

You can download the QBDSM installer from the official Intuit website or use the installation CD that came with your QuickBooks Desktop product.

4. What ports does QuickBooks use?

QuickBooks typically uses ports 8019, 56728, 55378–55382. These need to be allowed through the firewall.

5. How do I add folders to QBDSM?

Open QBDSM, go to the Scan Folders tab, click Add Folder, navigate to the location of your QuickBooks company files, and click Scan.

6. What are .ND files?

Network data files (.ND files) contain network settings that allow multiple users to access QuickBooks company files.

7. How do I configure firewall settings for QuickBooks?

Open the Control Panel, go to System and Security > Windows Firewall, click on Advanced Settings, and create inbound and outbound rules for QuickBooks ports.

8. What if QBDSM services are not running?

Open services.msc from the Run dialog, locate QuickBooksDBXX and QBCFMonitorService, and ensure they are running. Right-click and select Start if they are not.

9. How do I set folder permissions for QuickBooks?

Right-click on the folder containing QuickBooks files, select Properties, go to the Security tab, and grant Full Control to Everyone and QBDataServiceUserXX.

10. What should I do if QBDSM cannot run?

Ensure that QuickBooks services are running, the firewall is properly configured, folder permissions are set correctly, and the database server manager is correctly installed and configured.

11. Can I run QBDSM on a client machine?

QBDSM should be run on the server machine that hosts the QuickBooks company files to manage multi-user access effectively.

12. How do I monitor drives in QBDSM?

Open QBDSM, go to the Monitored Drives tab, and ensure that the drives containing your QuickBooks company files are listed. Add them if necessary.

13. What if QuickBooks cannot locate the company file?

Ensure the company file path is correct, the .ND file is present, and the server hosting the file is accessible on the network.

14. How often should I scan folders in QBDSM?

Scan folders anytime you move, rename, or make significant changes to the company file or its location to ensure proper connectivity.

15. Where can I find additional help?

For persistent issues, consider reaching out to QuickBooks error support or a certified QuickBooks ProAdvisor for assistance.

Conclusion

Setting up the QuickBooks Database Server Manager is crucial for ensuring seamless multi-user access to QuickBooks company files. By following the steps outlined above, you can properly configure QBDSM, troubleshoot common issues, and maintain an efficient and secure network environment. The FAQ section addresses common questions and provides additional troubleshooting tips to help you navigate any challenges you may encounter. For further assistance, QuickBooks offers extensive resources and support to ensure your business operations run smoothly.