How to Install QuickBooks Database Server Manager & Uses?

Install QuickBooks Database Server Manager

In a multiuser business environment, effectively managing shared resources is crucial. QuickBooks, a popular accounting software suite, meets this need through its QuickBooks Database Server Manager (QBDSM). This essential tool allows users to set up the QuickBooks Server for multiple users, which enhances group or business efficiency and productivity.

However, installing and using the QBDSM can be challenging for some users. This article aims to make the process easier by providing a detailed, step-by-step guide to install QuickBooks Database Server Manager. By following the steps and applying the tips provided, you’ll be able to utilize the QBDSM effectively to manage your multiuser QuickBooks environment seamlessly.

What is QuickBooks Database Server Manager? 

The QuickBooks Database Server Manager (QBDSM) is a tool designed to help users manage multiuser network setups for QuickBooks Desktop. It enables the configuration of QuickBooks Server for multiuser access, generating network data (.ND) files for each company file stored on the host workstation or server. These .ND files contain essential information about a company file’s resources, which allows multiple users to work on the same company file concurrently, enhancing team productivity.

QBDSM also includes several important features that optimize the performance of QuickBooks in a multiuser environment, such as:

Collaborative Working Environment: QBDSM’s multiuser access capability allows multiple users to work simultaneously on the same QuickBooks company file, enhancing teamwork and productivity by facilitating concurrent work sessions.

Efficient File Identification: The QuickBooks Database Server Manager (QBDSM) boasts a valuable feature called the ‘Company File Scan.’ This tool has the capability to explore hard drives, seeking out and documenting QuickBooks company files. This function is crucial, as it allows for the proper configuration of these files, enabling multiuser users to collaborate seamlessly.

Creation of Data Network Data Files: In QBDSM, the ‘Network Data (.ND) Files Creation’ feature enables multiusers to access the same company file simultaneously. During the scanning process, QBDSM creates ‘.ND’ files for each company file located on the host workstation, facilitating multi-user access.

Robust Server Monitoring: QBDSM’s “Database Server Management” feature plays a key role in managing the database server that stores company files. It offers essential information, including the status of the QuickBooks Database Server service, the IP address of the server, and other pertinent details.

Automatic System Update: With the ‘Update Feature,’ QBDSM maintains compatibility and currency. Upon installing a newer QuickBooks Desktop version on a workstation, QBDSM automatically updates itself to ensure optimal functionality with the updated version.

Smart Drive Monitoring: The ‘Monitored Drives Feature’ within QBDSM plays a crucial role in managing hard drives that store QuickBooks company files. By actively tracking these drives, QBDSM ensures that user permissions are automatically handled and generates ‘.ND’ files whenever a new company file is introduced, streamlining the process and reducing the need for manual intervention.

How to Install QuickBooks Database Server Manager?

Step 1: Download QuickBooks Tool Hub

To start the process of installing QuickBooks Database Server Manager, go to Intuit’s official website and download the software known as QuickBooks Tools Hub.

Step 2: Access Downloads

To access your ‘Downloads’ folder quickly, use the keyboard shortcut Ctrl + J.

Step 3: Run the installer

In the downloads folder on your computer, find the QuickBooksToolsHub.exe file, and then click on it. 

Step 4: Allow Changes 

To proceed with modifying your device, please confirm your consent by selecting ‘Yes’ in the permission prompt that will appear.

Step 5: Begin With the Installation

To begin the installation, select “Next.” Upon the appearance of the license agreement, indicate your acceptance by clicking “Yes.”

Step 6: Continue with the Installation

To embark on the installation, select “Next” and then “Install.” Please be patient, as the installation process could take a few minutes to complete.

Step 7: Complete the Installation

Upon the completion of the installation, conclude the process by selecting the ‘Finish’ button to finalize the setup.

Step 8: Open the QuickBooks Tool Hub

On your desktop, find and double-click the QuickBooks Tool Hub icon to launch it.

Step 9: Select QuickBooks Database Server Manager

In the ‘QuickBooks Tool Hub,’ locate the ‘Network Issues’ tab. Under this tab, you will find the option labeled ‘QuickBooks Database Server Manager.’ Select this option by clicking on it.

Step 10: Complete the process & set permissions

After the installation process is finished, ensure every user has access rights to the company folders. To simplify user management, by default, the QuickBooks Database Server Manager creates a distinct user for each installation.

How to Use QuickBooks Database Server Manager?

Step 1: Open QuickBooks Database Server Manager

To access QuickBooks Database Server Manager, start by clicking on the Windows Start menu, then type ‘Database’ into the search bar. Finally, click on the ‘QuickBooks Database Server Manager’ option to open the application.

Step 2: Add your company files

Navigate to the ‘Scan Folders’ tab in the QBDSM window. Then, click ‘Browse’ and find the folder containing your company files. Select the folder and click ‘OK’ to add it to the QBDSM.

Step 3: Scan the folders

  1. Once the folder is added, initiate the scanning process by clicking the “Scan” button.
  2. The QBDSM will then analyze the content within the folder, generating network data files and subsequently setting up the necessary permissions to facilitate multiuser access.

Step 4: Confirm the company files

Upon completion of the scan, navigate to the ‘Scan Results’ tab to verify that your company files were successfully detected. These files are now accessible to multiple users.

Step 5: Monitor your Drives

With the ‘Monitored Drives’ feature, QBDSM oversees your company files. The feature automatically identifies and manages permissions for drives storing company files, making sure that the right people have access. When a new company file is added, QBDSM takes care of the permissions, ensuring seamless collaboration and security.

To facilitate multiuser access, the QBDSM must continuously run on the server computer. Operating in the background, the tool will not interfere with other tasks.

Ways to Install Linux Database Server Manager

To properly install QuickBooks Database Server Manager on your Linux server running OpenSuse, you must ensure that the fam-server package version 2.7.0.29 is enabled.

To begin the installation process, you will need to download the Linux Database Server Manager RPM package.

Once the RPM package has been downloaded:

  • Open a terminal window.
  • Use sudo to become the root user by entering the command “sudo password root” and pressing Enter.
  • Enter your user password.
  • Verify the authenticity of the package using the GPG public key:
  • Download the GPG public key to your Linux server.
  • Open a terminal window.
  • Execute the following command to add the public key to your keyring:
    rpm –import qbdbm-pubkey.asc
  • Execute the following command to verify the integrity of the package:
    rpm -K packagename
  • If the command returns “gpg ok,” proceed to step 4.
  • If the command does not return “gpg ok,” delete the downloaded package and repeat steps 1 through 3.
  • At a terminal window, enter the command “rpm -ivh packagename” and press Enter. Replace “packagename” with the name of the Linux Database Server Manager RPM package.
  • Establish a directory to store your QuickBooks company files.
  • Transfer your QuickBooks company files to the newly created directory.

Frequently Asked Questions (FAQ)

What does the QuickBooks database server manager do?

How do I stop QuickBooks Database Server Manager?

How do I clean up my QuickBooks database?

How do I update my QB Database Server Manager?

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