Data Utilities Guide | Administration & Setup

Overview

Data Utilities contains the commands used to protect, restore, connect, and move company data. These actions can affect the entire company file, so they should be handled by an administrator or a trained support user.

Important: Always confirm the company name, database, and backup file before running a data utility. These commands are not normal daily transaction actions.

Where To Find It

Path: File > Data Utilities

The exact commands available can depend on whether QBM is connected to a company, the user permissions, and the current database state.

Menu Commands

Command	What It Does	When To Use It
Backup Company Data	Creates a backup copy of the current company data. Depending on setup, the backup can include supporting documents.	Use it before updates, repairs, imports, year-end work, or any high-risk change.
Schedule Backup	Opens the backup schedule setup for the current database.	Use it when the company wants routine protection instead of relying only on manual backups.
Restore Data File	Restores a company database from a backup file after QBM closes the current company connection.	Use it only for recovery, testing on a separate environment, or support-approved rollback.
Open from File	Closes the current company and opens a company database from a selected data file.	Use it when support or an administrator needs to open a specific company file directly.
Attach Data File	Attaches a database file to the SQL Server environment so QBM can use it.	Use it when moving a database into the server environment or reconnecting a detached database.
Detach Data File	Detaches a database file from the SQL Server environment.	Use it only when a database must be moved, archived, or handled by support outside the current server connection.
Save User Settings	Saves the current user and machine settings to the database after confirmation.	Use it when a user's layout, local preferences, or machine-specific settings should be preserved centrally.
Load User Settings	Loads saved user and machine settings from the database after confirmation.	Use it when restoring a user's expected layout or settings after moving PCs, repairing profiles, or resetting local setup.
Settings	Opens the connection settings used by QBM to reach the server and company database.	Use it when the server name, database connection, or local connection profile must be reviewed.

Recommended Workflow

Confirm which company is open and whether other users are active.
Create a backup before restore, attach, detach, import, repair, or update work.
Use the specific utility needed for the support task rather than trying multiple commands at random.
After the action, reopen the company and verify login, reports, and key transaction screens.
Record what was changed so support and management can trace the action later.

Best Practice

Keep recent backups before using restore, attach, detach, or open-from-file actions.
Use restore on a test environment first when the business only wants to inspect older data.
Do not detach a live company database unless the operational reason is clear.
Use Save User Settings after a user's workstation is arranged correctly.
Use Load User Settings carefully because it can replace the user's current layout and local preferences.

Troubleshooting

Issue	What To Check
A command is disabled.	Check whether QBM is connected to a company, whether the user has access, and whether the command is allowed in the current database state.
Restore or open-from-file cannot continue.	Confirm the selected file is accessible and that QBM can close the current company connection safely.
Connection settings are wrong.	Review the server name, database name, and login information with the IT administrator or support team.
User settings did not restore as expected.	Confirm the settings were saved for the correct user and machine before loading them.