For businesses with multiple users accessing a QuickBooks company file over a network, the QuickBooks Database Server Manager (QBDSM) is an essential tool. It helps improve performance, prevent data corruption, and enables remote access. Unfortunately, QBDSM installation involves multiple meticulous steps.
This guide will walk you through installing QBDSM, configuring database connections, permitting users, and performing maintenance. With these comprehensive instructions, you can successfully set up QBDSM for your business. Let’s get started!
Before installing QBDSM, make sure:
- All computers can connect to the server hosting the company file
- The server has a supported version of Windows Server installed
- You have admin access to the server
- TCP/IP is enabled on the server
- QuickBooks licenses allow multiple connections
- All workstations have QuickBooks installed
Securing server access and meeting system requirements is crucial for smooth QBDSM installation.
Step 1: Install QBDSM on the Server
First, purchase and download QBDSM. Run the setup file on your Windows Server machine. Accept the license agreement and click next.
Choose the Complete installation type to include all components. Leave the destination folder as default. The Database Connection Screen will appear next.
Click Add Database. Browse to your QuickBooks company file (.QBW) and select it. Ensure the Enable Multiuser Access box is checked. Click OK.
Back on the Database Connection Screen; ensure the company file is listed. Click next and then Install to proceed. Provide admin credentials if prompted.
After a successful install, the QuickBooks Database Server Manager window will open automatically. QBDSM now manages your Company File database.
Step 2: Allow Users to Access the Company File
With QBDSM running on the host server, you must now configure user access to the managed company file.
Open QBDSM and go to Users->Manage Users. Click Add Users and enter the Windows username or group with QuickBooks access. Configure their permissions – make some users admits and others regular users.
Click OK to add them. The User’s list indicates who can access the company file via QBDSM. To revoke access, select a user and click Remove User.
Users can connect to the server When permitted to open QuickBooks on their workstations. Instruct them to follow:
- Open QuickBooks on their computer
- Go to File ->Open or Restore Company
- Select Restore a backup copy and click Next
- Choose the Network option and hit Next
- Enter server path \SERVERNAME\C$\Program Files\Plus Technologies\QBDatabaseServer\QBData
- Double-click the company file and hit Next
- Enter Admin credentials when prompted
The company file should open over the network. Repeat this for any additional users who need access.
Step 3: Configure Database Settings
Within QBDSM on the server, access the Settings menu. Here you can configure:
- Connection timeout duration
- Number of connections allowed
- Forbid/allow external access
- CPU throttling
- Memory utilization
Adjust these to optimize performance for your specific system and users. For example, increase the connection timeout so users aren’t kicked off the server as often. Reduce throttling so more server CPU/RAM can be utilized.
Double-check that port settings allow access as well. Default ports are:
- HTTP: 8019
- SSL: 2638
- Data: 2598
Ensure these ports are open in your firewall software to allow inbound connections.
You can also enable SSL encryption for added security when users access the company file over the network. Just generate and apply an SSL certificate in the settings.
Optimizing these database server configurations helps maximize reliability and speed.
Step 4: Perform Regular Maintenance
Once up and running, be sure to perform maintenance on QBDSM regularly. Click Tools->Check Data to verify data integrity in the company file. Repair any errors if found.
Check the event viewer for QBDSM errors and crashes as well. Review authorized user lists and permissions every so often.
Monitoring server performance metrics like CPU, disk and memory utilization will help you identify bottlenecks. Adjust configurations as needed to keep the server optimized.
Be prepared to troubleshoot occasional multiuser access problems in QuickBooks on individual workstations. Issues opening files, timeouts or lag often stem from the network rather than QBDSM.
Regular backup within QuickBooks is also crucial for recovering from server failures and backing up the company file and QBDSM settings.
Installing the QuickBooks Database Server Manager requires carefully configuring the server, company file access, and user permissions. But once up and running, it provides reliable multiuser access and optimal performance.
Be sure to monitor the server’s health proactively, conduct maintenance, tune settings, and troubleshoot errors. With a rock-solid QBDSM foundation, your QuickBooks experience will significantly improve.
So follow this comprehensive guide when installing QBDSM for your business. Let us know if you have any other questions!
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