Overview
QBM messages are designed to tell the user what happened and what action is safe to take next. Some messages are simple reminders, such as selecting a detail account instead of a header account. Other messages are protective controls that prevent a user from deleting, changing, or saving a record in a way that could damage history.
How To Read A Message
Many QBM messages include two parts:
| Part | Meaning | Who Uses It |
|---|---|---|
| What you can do | The practical action the user should try first, such as refresh, choose another record, check the server, or repair Office. | End users and supervisors |
| Technical details | The original system message. It may mention SQL Server, QBM Server, a file path, a network address, or a detailed exception. | Technical support and administrators |
Quick Troubleshooting Table
| Message Or Symptom | What It Usually Means | What To Do |
|---|---|---|
| Record cannot be deleted because it is in use | The record is already used by another transaction, item, account, customer, vendor, or master record. | Do not force deletion. Make the record inactive where available, or correct the related transaction first. |
| Please refresh the list and select the record again | Another user may have changed or deleted the record while this user was working. | Close and reopen the list or press Refresh, then select the record again. |
| Connection error | QBM cannot reach the configured server, SQL Server, or network endpoint. | Check the network, server name, QBM Server service, SQL Server service, and settings. |
| Client and server versions may not match | The QBM Client may be newer or older than QBM Server. | Update QBM Client and QBM Server to the same version. |
| Password is case sensitive | The password may be correct except for capital letters. | Check Caps Lock and type the password exactly as created. |
| File or folder could not be found | The selected file was moved, deleted, disconnected, or the user cannot access it. | Check the file path, mapped drive, USB or external drive, and permissions. |
| Microsoft Office repair required | Windows or Office cannot load the Office component QBM needs. | Repair Microsoft Office from Windows Apps or Programs and Features, then try again. |
| Out of memory | The computer does not have enough available memory for the task. | Close unnecessary programs, try again, and ask the administrator to review RAM if it happens often. |
| Database file or folder is compressed | Windows NTFS compression is enabled on SQL Server database files or their folder. | Ask the administrator to disable NTFS compression for the database files or database folder. |
Record And Transaction Messages
Record Cannot Be Deleted Because It Is In Use
This is a protective message. QBM blocks deletion when the record is already linked to another document or master record. For example, an item used in an invoice, an account used in a journal, or a customer used in a transaction should normally remain in the database for history and reporting.
Recommended action: Make the record inactive if the screen provides an inactive option. If the issue is a wrong transaction, use the proper correction method such as edit, void, credit memo, refund, or reversal depending on the document type.
Related Record Missing Or Deleted
This message usually appears when a selected account, item, customer, vendor, or other required record was changed or deleted by another user before the current user saved the transaction.
Recommended action: Refresh the list, select the record again, and retry the transaction. If the record is no longer available, choose the correct replacement record.
Another User Changed This Record
QBM protects users from accidentally overwriting another user's changes. If another user saved changes first, the current copy on screen may no longer be current.
Recommended action: Reopen or refresh the record, check the latest information, then enter the change again if it is still needed.
Connection And Server Messages
QBM Could Not Connect To The Server
This means the QBM Client could not communicate with the server it is configured to use. The cause may be network connectivity, server name, QBM Server service, SQL Server service, firewall, antivirus, VPN, or workstation settings.
Recommended action: Confirm the user can access the network, then ask the administrator to check QBM Server, SQL Server, firewall rules, and the configured server address.
SQL Server Instance Not Found
This usually means the configured SQL Server instance name does not match a running SQL Server instance, or the SQL Server service is stopped.
Recommended action: Ask the administrator to check SQL Server services and confirm the instance name in QBM settings. If SQL Server was recently reinstalled or moved, settings may need to be updated.
Client And Server Versions May Not Match
This message appears when QBM Client and QBM Server are not aligned. A new client connected to an old server, or an old client connected to a new server, may not be able to complete the request.
Recommended action: Update both QBM Client and QBM Server to the same release before testing again.
Invalid Server Address
This means the server address in settings is not in a valid format or points to the wrong location.
Recommended action: Ask the administrator to open QBM settings and correct the server address. Copy the exact technical details for support if the address looks correct but the message continues.
File, Office, And Computer Messages
File Or Folder Could Not Be Found
QBM tried to open, attach, import, export, or print using a file path that Windows could not find.
Recommended action: Check that the file still exists, the drive is connected, and the user has permission to open the file or folder. If the path is on a network drive, reconnect the network drive or use the full shared path.
Microsoft Office Repair Required
Some QBM features use Microsoft Office components for Office-related output or import behavior. If Office components are damaged or not registered correctly, QBM may show an Office-related message.
Recommended action: Repair Microsoft Office from Windows Apps or Programs and Features. If repair does not solve the problem, reinstall Office or ask IT to check the Office installation.
Out Of Memory
The computer does not have enough available memory to complete the task. This can happen with very large reports, exports, images, or many programs open at the same time.
Recommended action: Close unnecessary programs and try again. If the same report or task fails often, ask the administrator to review the workstation memory and the size of the data being processed.
Database Files Are Compressed
SQL Server database files should not be stored in a compressed Windows folder. Compression can prevent SQL Server from opening or writing to the database correctly.
Recommended action: Ask the administrator to disable NTFS compression for the database files and database folder. This should be handled by IT or technical support, not by a cashier or normal end user.
Login And Permission Messages
Password Is Case Sensitive
QBM passwords must be typed exactly as created. Capital letters and small letters are different.
Recommended action: Check Caps Lock, retype the password carefully, and ask an administrator to reset the password if the user still cannot log in.
Header Account Cannot Be Selected
Header accounts are used for grouping accounts in the chart of accounts. They are not detail accounts and cannot be used directly in transactions.
Recommended action: Select a detail account under the header account. If the wrong account is marked as a header, ask an authorized accounting user to review the account setup.
Access Or Permission Denied
The user may not have permission for the selected screen, action, report, document, or transaction control.
Recommended action: Ask an administrator to review the user's security group and document permissions. Users should not share administrator passwords to bypass security.
What To Send To Support
When contacting support, send enough information to reproduce the issue. This prevents delays and avoids guessing.
- The exact message shown on screen, including Technical details if available.
- The screen name, such as Customer Invoice, POS, Options, Bank Reconciliation, or Reports.
- The steps the user followed just before the message appeared.
- The document number, customer, vendor, item, account, or date range involved, if relevant.
- The QBM company name, workstation name, and user name.
- Whether the issue happens for one user or all users.
- Whether the issue started after an update, server restart, network change, Office update, or Windows update.
- A screenshot if it does not expose passwords or sensitive information.