Step-by-Step Setup Guide for QuickBooks Database Server Manager

Posted by Host Docket on January 5th, 2024

QuickBooks Database Server Manager - Introduction

QuickBooks Database Server Manager (QBDSM) allows multiple users to access a QuickBooks company file at the same time. This improves efficiency and collaboration in QuickBooks. Setting up QBDSM requires careful planning and execution. This guide provides a step-by-step process to correctly configure QBDSM.

Prerequisites

Before setting up QBDSM, ensure you have:

• QuickBooks Desktop edition installed locally on each PC needing multi-user access. QuickBooks Online does not work with QBDSM.
• A Windows Server machine to host the QuickBooks company file. This should have a static IP address and be easily accessible to client PCs on the network.
• A network administrator to handle file sharing, permissions, and connectivity.
• A QuickBooks admin to manage the company file and user access.

Step 1: Install Database Manager on the Host PC

First, install QBDSM on the Windows server hosting the company file. QBDSM is available on QuickBooks DVD and the Intuit website. The host server must have adequate RAM, storage, and processing power for simultaneous users.

Step 2: Enable File Sharing

The network admin must enable file sharing on the server. Share the folder containing the QuickBooks company file and set permissions. Give the QuickBooks admin full control. Provide users read/write access.

Step 3: Allow File Access through Windows Firewall

The network admin must create an inbound rule in Windows Firewall to allow access to the file share. Enter the appropriate port and IP addresses. This enables external access through the firewall.

Step 4: Configure Multi-user Mode in QuickBooks

On the server, open QuickBooks and the company file. Go to File > Switch to Multi-user Mode. This enables simultaneous access. Select user permissions and confirm the admin user. Save and close.

Step 5: Install QBDSM on Client PCs

Install QBDSM on all PCs needing multi-user access. Search for QuickBooks Database Server Manager in Windows and launch the installer. Reboot the PC after install.

Step 6: Connect Client to Host in QuickBooks Database Server Manager

Open QBDSM on a client PC. Click Add Host and enter the IP address and port of the server. Give the connection a name. Click Save to store the host details.

Step 7: Open Company File in Multi-user Mode

In QBDSM, double-click the new host connection. Select the company file, then click Start Multi-user Access. QuickBooks will open the company file from the host server in multi-user mode.

Step 8: Test Multi-user Connectivity

Have multiple users connect to the host and open the company file simultaneously to test connectivity. Users should now have shared access without disrupting each other's work.

Maintenance Tips

• Schedule regular backups of the company file.
• Update QBDSM when new versions of QuickBooks release.
• Monitor server performance during peak usage times.
• Keep client PCs up-to-date and eliminate resource drains.
• Watch for Windows and QuickBooks updates that may impact connectivity.

Conclusion

Setting up QuickBooks for multi-user access takes careful setup but dramatically improves collaboration. Follow this guide to correctly deploy QuickBooks Database Server Manager across your network. Test connectivity thoroughly and perform regular maintenance to ensure optimal performance. With proper configuration, QuickBooks Database Server Manager allows seamless shared access to your critical QuickBooks company data.