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Install, Update, and Set up the QuickBooks Database Server Manager

Learn how to configure the QuickBooks Database Server Manager to allow multi user access.

If you need help with install, update, and set up QuickBooks Database Server Manager (QBDBSM), see Install, Update, and Set up the QuickBooks Database Server Manager.

Note: To meet the recommended QuickBooks Desktop requirements for optimum file performance on the network, this tool should be installed and set up on the computer where the QuickBooks Desktop company files are stored.

About QuickBooks Database Server Manager
  • QuickBooks Database Server Manager(QBDBSM) is responsible for creating Network Data files (*.nd) for any company files stored on the host computer. If you are using Multiple Versions of QuickBooks Desktop, the Database Server Manager for each version must be installed.
  • Installing multiple versions of Database Server Manager will give you multiple versions of processes but not multiple versions of software.
  • If you are using multiple versions of QuickBooks Desktop, it is a must to install the Database Server Manager for each version in a chronological order (from oldest to newest).
  • Loading the Database Server Manager for each year, ensure that the year’s database service is running in the background. In the Windows Services interface (accessible via the Windows Control Panel), these services are listed as QuickBooksDBXX, where XX represents the version number (ex. "28" is for QuickBooks Desktop 2018 and "27" for QuickBooks 2017).
  • The QB Database Server Manager installed for each QuickBooks version adds a user. (ex. QBDataServiceUser28 for 2018 and QBDataServiceUser27 for 2017).

Install QuickBooks Database Server Manager

  1. Double-click the installer for your QuickBooks and start the Installation Wizard.
  2. Select Next if the computer is connected to the Internet and able to download an update. If not, select No, then Next.
  3. Close other open programs, then select Next.
  4. Read the terms of the Software License Agreement. If you agree, select I accept the terms in the license agreement, then select Next.
  5. Select Custom or Network Options.
  6. Choose an installation type:
    • Choose I'll be using QuickBooks on this computer ANDI'll be storing...if you will run the QuickBooks program on this computer.
    • Choose I will NOT be using QuickBooks on this computer...,if you will only store QuickBooks data on this computer.
    Note: If you choose I will NOT be using QuickBooks on this computer..., then, you do not need to enter a license number.
  7. Select Yes, allow access.
  8. Enter the License Number and Product Number (the text at the bottom of the window tells you where to look for it).
  9. Follow the on-screen instructions to complete installation.
  10. Setup the Database Server Manager after it has been installed.

Update QuickBooks Database Server Manager

Periodically, it may be necessary to update the Database Server Manager. Generally, it is necessary when a new year of QuickBooks Desktop is installed on the workstations OR if a critical update to a current year is released.

  1. Download the patch from Update QuickBooks Desktop to the latest release.
    Note: The patch for the server is the same as the patch for the workstation.
  2. Reboot the server after the patch installation completes. (This is strongly recommended).
  3. On the workstation, after the server has been updated, you may get the following message: The company file needs to be updated to work with this version of QuickBooks Desktop.
  4. There will be a prompt to create a backup which is required since these updates can modify the database structure.
  5. Follow the prompts and after backup is completed, you should be able to open the file.

Set Up and use the QuickBooks Database Server Manager

You can use the QuickBooks Database Server Manager to:

  • Scan folders for QuickBooks company files that need to be configured for multi-user access.
  • Monitor local hard drives to configure new company files automatically.

Open the QuickBooks Database Server Manager

  1. Go to Start, choose Programs,
  2. Select QuickBooks, then select QuickBooks Database Server Manager.

Scan Folders feature

All company files stored on the server must be scanned once to ensure that they're configured properly to allow other users access to these company files.

  1. Go to Start, then choose Programs.
  2. Select QuickBooks, then QuickBooks Database Server Manager.
  3. Select Scan Folders and indicate which folders contain QuickBooks company files. If you're not sure where files are stored, you can choose to scan entire disks.
  4. Select Scan to begin the scan. The display bar will indicate which folders are being scanned.

When scan completes, the company files in the scanned folders are configured for multi-user access.

Monitored Drives feature

Use the Monitored Drives feature to keep the QuickBooks Database Server Manager up to date as you add new company files to your server.

  1. Go to Start, then choose Programs.
  2. Select QuickBooks, then choose QuickBooks Database Server Manager.
  3. Select Monitored Drives tab, then select all local drives that you want to be monitored for company files that are added, removed, or renamed.
    Note: Mapped drives are not displayed and cannot be monitored.

Database Server feature

Open the QuickBooks Database Server Manager to determine:

  • The company files connected to the server and the list of users logged into each company file
  • The status of the QuickBooks Database Server service (When the server is hosting company files, the service should be running.)
    • To change the status of the service, use the Services Administrative Tool to configure the service QuickBooksDBXX.

Updates feature

Use the Updates feature to download updates to the QuickBooks Server and to view the version of the QuickBooks Server.

  1. Go to Start, then choose Programs.
  2. Select QuickBooks, then choose QuickBooks Database Server Manager.
  3. Select Updates, then follow the onscreen instructions to check for and install updates.
    Note: You can also update the QuickBooks Server manually.


System feature

Use the System feature to find system information about the computer where the database server is installed.

  1. Go to Start, then choose Programs.
  2. Select QuickBooks, then QuickBooks Database Server Manager.
  3. Select System and review the system information for the computer where the database server is installed.

QuickBooks Desktop 2019 now uses dynamic ports! These are specific port numbers (not a range) assigned during installation to ensure QuickBooks Desktop uses a given port exclusively. You can find these numbers in QuickBooks Database Server Manager, specified for your QuickBooks Desktop 2019 version. See Configure Firewall and Internet security settings for QuickBooks Desktop to learn more.

Install QuickBooks Database Server Manager

Set Up QuickBooks Database Server Manager

Update QuickBooks Database Server Manager