You may want to host your company file on a shared network or a server for simultaneous access now that you have a QuickBooks Enterprise subscription. This might help you improve your bookkeeping and accounting processes, ultimately accelerating your company’s growth. You must first verify that your computer meets the system requirements to run QuickBooks Enterprise Server. In this blog, we’ve covered all you need to know to run the QB Enterprise app on a server.
You may need technical support to set up QuickBooks Enterprise in multi-user mode. For that, call +1(800) 780-3064 to get professional assistance from a certified QB expert.
System Requirements for QuickBooks Enterprise Server Setup
We have mentioned all of the system prerequisites for using the QuickBooks Enterprise Server are shown in the table below:
| Windows Operating System | Windows 11, 64-bit, natively installed |
| Database Servers | Windows Server 2022, essentials and standardWindows Server 2019, essentials and standardWindows Server 2016, essentials and standard |
| Web Browser Specifications | Google Chrome and internet access are prerequisites for QB Enterprise |
| Processor | 2.4 GHz minimum |
| System’s RAM | 16 GB recommended8 GB minimum |
| Server RAM | As per the number of users: 1–5 Users: 8GB10 Users: 12GB15 Users: 16GB20+ Users: 20+GB |
| Disk Space | 2.5GB of disk space (additional needed for data files) |
| Windows | Only the North American version of Windows is supported, with regional settings configured to English. Administrator privileges are required on the server system when hosting multi-user access. Windows must be installed natively and must not be run in a virtual or emulated environment. |
Install and Set up the QuickBooks Database Server Manager on the Enterprise Server
The instructions below guide you through installing and configuring the QB Database Server Manager to use QuickBooks Enterprise Server.
Here’s How to Install QuickBooks Database Server Manager
You must install the QB Database Server Manager using the instructions listed below in order to use QuickBooks Enterprise Server:
- On your server system, shut down all open programs:
- Including QuickBooks Enterprise
- Open the installation file, named Setup_QuickBooks.exe
- Carry out the next few on-screen instructions
- Enter the product or license numbers, if prompted
- Choose Network or Custom options when prompted to select an install type, then click Next. Don’t choose Express. Your old QuickBooks Desktop version, which you might need for troubleshooting, has been replaced by this option
- Now, choose the best option for your network setup:
- You can choose I’ll be using QuickBooks Desktop on this computer, AND I’ll be storing our company file here, if you wish to install Database Server Manager and QB Enterprise on the server system
- You can choose I will NOT be using QuickBooks Desktop on this computer, if you only want the Database Server Manager on your server system
- Choose Next, followed by Install
- When prompted, allow the installation to proceed
Note: For each version of Database Server Manager, QB creates a new Windows user. For instance, Database Server Manager 2023 appears as QBDataServiceUser33. Carrying out the steps in the next section, share the new user access to the directories containing your company’s files.
Set Up Folder Sharing for QB Database User
The instructions below explain how to configure folder sharing permissions to ensure the QuickBooks Database Server user can securely access company files in a multi-user mode:
- Find the folder you wish to share
- Now, right-tap on the folder and tap on the Properties option
- Next, go to the Sharing tab
- Choose Share this folder, and you can enter a new name in the Share Name field to modify the name of the shared folder
- Head to the Security tab and tap on the Permissions to set permissions for each user who will access your folder
- Lastly, press Apply, followed by pressing OK
Once complete, follow the next section to configure the Database Server Manager using the provided steps.
Configure the Database Server Manager
If you want to use the Database Server Manager’s default settings, you can skip this part; if not, carry out the steps below:
- Start by opening the Windows Start menu
- Next, enter Services into the search tab and open Services
- Choose and access QuickBooksDBXX (XX is the version number)
- Choose Stop if the status is Started or Running
- Now, click on Automatic from the Startup type dropdown menu
- Navigate to the Logon tab and choose the Local System account
- Head to the Recovery tab
- Choose Restart the Service from the dropdown menus for First failure, Second failure, and Subsequent failures
- Return to the General tab and choose Start to restart the Database Server Manager
After completing the setup of Firewall permissions for the Database Server Manager.
Here’s How to Set Up the Firewall Permissions
This section outlines the steps to configure the firewall permissions so that QuickBooks services can communicate without interruption across the network. Follow the steps below to complete the process:
- Start by opening the Start menu
- Browse for and access the Windows
- Next, tap on Advanced Settings
- Right-tap on Inbound Rules:
- You’ll create Outbound Rules later on
- Choose New Rule, then tap on Port
- Press Next, then ensure that TCP is selected
- Head to the Specific Local Ports field
- Type in the specific ports required for your QB year version:
- QuickBooks Desktop 2020 and later: 8019, XXXXX
- QuickBooks Desktop 2019: 8019, XXXXX
- QuickBooks Desktop 2018: 8019, 56728, 55378-55382
- QuickBooks Desktop 2017: 8019, 56727, 55373-55377
- Get Dynamic Port Number:
- Start by opening the Start menu
- Next, enter the QuickBooks Database Server Manager
- Here, access the QuickBooks Database Server Manager
- Head to the Port Monitor tab
- Locate your QB version and note down the port number
- It will be used for the Firewall port exceptions
- Hit Next after typing the port number
- Tap on Allow the Connection
- Press Next, and ensure all profiles are marked if you are prompted
- Choose Next and create a rule
- Name it something like QBPorts(year)
- Finally, press Finish
Note: You can renew ports only for QuickBooks Desktop 2019 and newer. Older versions don’t support port renewal.
We hope that this section has helped you set up the QuickBooks Database Server Manager. Now, let’s discuss how to set up the QuickBooks Enterprise Server by using the Database Server Manager in the following section.
Note: Download QuickBooks Tool Hub to diagnose and repair common QuickBooks issues like install errors, crashes, and login problems.
Complete Instructions to Use QuickBooks Database Server Manager
You will need to scan your company files after installing the Database Server Manager. You will be able to view your company files from other computers on your server once you have scanned these files. The Database Server Manager can be used as follows:
Step 1: Scan Your Folders
Before sharing your company files, you must scan the folders storing them. To scan them, take the instructions listed below:
- Start by opening the Start menu on your server system
- Next, browse for and access the QuickBooks Database Server Manager
- Now, head to the Scan Folders tab
- Tap on Browse
- After that, select the folders holding the company files
- Hit OK when you’re finished
- Lastly, press Start Scan
After the scan is complete, the folders will show up in the QuickBooks company files found section. Now, you must be able to access the company files in these folders from other devices on your network.
Step 2: Control Your Drives
After you scan the disks that contain your folders, they appear in the Monitored disks tab. To monitor these folders, select the drive. Use the procedures listed below to keep track of your drives:
- Start by locating the Monitored Drives tab
- Next, check-mark the hard drives holding the company files:
- Add drives holding the company files
It’s crucial to understand that mapped drives cannot be monitored.
Step 3: Manage the Database Server Manager
The Database Server Manager includes several additional tabs that support seamless operation. Among the tabs and applications are:
- You can find out where Database Server Manager is installed on your computer by selecting the System tab
- You can see the tool’s current status and who is connected to it on the Database Server tab
Restart the Database Server Manager
You can restart the Database Server Manager by following the instructions below if you are unable to open it or encounter an error:
If You Installed QB Enterprise and Database Server Manager
- Start by accessing the QuickBooks Enterprise Server PC
- Head to the File menu and click on Open or Restore Company
- Next, select the Open a company file option
- Locate and open the company file
- Press Next, then choose the Open file in multi-user mode checkbox
- Now, hit Open, then sign in to your company file
- After that, head to the File menu
- Select Close Company/Log off
- By doing so, your company file on the server will be closed
- Next, access the Start menu
- Browse for and access the QuickBooks Database Server Manager
If everything runs smoothly, move further.
If You Have Installed Only the Database Server Manager
- Start by accessing the Start menu
- Next, browse for and access the Control Panel
- Now, select and access Administrator Tools
- After that, choose Services from the list
- Then, right-tap on the QuickBooksDBXX service
- Lastly, hit Restart
This is the complete process for setting up QuickBooks Enterprise Server.
A Quick Overview on How to Set Up QuickBooks Enterprise Server
This section provides a quick overview of the steps required to set up QuickBooks Enterprise correctly to use it in multi-user mode:
| Topic description | QuickBooks Enterprise Server lets you host your company file on a server for simultaneous access or via a shared network. This might help you improve your bookkeeping and accounting processes, ultimately accelerating your company’s growth. |
| Install QB Database Server Manager | To do so, follow the outlined sequence: Install the QB Database Server ManagerNext, set up folder sharingSet up the Database Server ManagerLastly, set up firewall permissions for the Database Server Manager |
| Set up the Database Server Manager | First, scan your folders, monitor your drives, and manage the Database Server Manager. |
| Troubleshoot errors | Start by opening the QB Enterprise server PCNext, navigate to the File menuNow, tap on Open or Restore CompanySelect the Open a company file optionLocate and access the company file and hit NextChoose the Open file in multi-user mode checkboxThen, hit OpenSign in to your company fileNext, head to the File menuSelect Close Company/Log offAfter closing your company file, the server Lastly, go to the Start menu, and then search for and open the QB Database Server Manager |
Conclusion
With QuickBooks Enterprise Server, you may host your company file on a shared network or on a server for concurrent access. This could help you enhance your accounting and bookkeeping processes, ultimately accelerating your business’s growth. We hope that after implementing the steps below, you will be able to fully set up QuickBooks Enterprise for multi-user access. However, if you face any technical interruption while completing the setup. You must seek professional help by dialing +1(800) 780-3064 to speak with a certified QB expert.
Gabby Taylor, combines financial expertise with literary prowess. With over a decade in finance, she crafts insightful narratives on navigating fiscal complexities