Upgrade Database Maintenance Guide

Use this guide when QBM asks you to upgrade a company database after installing a new QBM version, applying a service update, or following support instructions.

What This Command Does

Upgrade Database updates the selected company database so it matches the currently installed QBM application version. This is normally required after a program update changes database structure, stored procedures, reports, or system data used by QBM.

Important: this is a controlled maintenance task. Run it only after a backup, and make sure all users are logged out before starting.

Where To Find It

Menu path: Help > Maintenance > Upgrade Database...

The screen title is Upgrade your company database.

When To Use It

  • After installing a newer QBM version and the company database must be brought up to date.
  • When QBM support instructs you to upgrade a database after a patch or repair.
  • When opening a company database from a newer QBM build requires a database upgrade.
If the company file opens normally and support has not asked for this task, do not run it unnecessarily.

Before You Start

  1. Back up the database. Keep the backup in a safe location before upgrading.
  2. Ask all users to exit QBM. No one should post, edit, import, or print while the upgrade is running.
  3. Use an administrator account. The upgrade usually requires a SQL administrator login such as sa or another approved administrator.
  4. Confirm the database name. Make sure you are upgrading the correct company database.
  5. Use the server machine when possible. Running maintenance on the server avoids network interruptions.

Screen Fields

Field or Option What It Means How To Use It
Database Name The company database that will be upgraded. Normally QBM fills the current company database. Check it carefully before clicking OK.
Browse button Helps select or confirm a database name. Use it only if you need to change from the current database to another company database.
User ID The administrator login used to perform the upgrade. Use the approved SQL administrator user, commonly sa.
Password The password for the administrator login. Type the correct administrator password. If it is wrong, the upgrade will not continue.
Reindex database to improve performance After a successful upgrade, QBM opens the Reindex Database screen. Leave this selected unless support instructs otherwise. Reindexing can improve performance after upgrade.
Delete data caches Deletes saved QBM data caches for the current database. Use this when support asks, or when old cached lists may show stale information after upgrade.

How To Upgrade

  1. Open the command. Go to Help > Maintenance > Upgrade Database...
  2. Check the database name. Confirm the correct company database is shown.
  3. Enter administrator credentials. Type the approved administrator user ID and password.
  4. Choose maintenance options. Keep Reindex selected unless support instructs otherwise. Select Delete data caches only when needed.
  5. Click OK. Wait until QBM confirms the database was upgraded.
  6. Complete reindexing if it opens. If the Reindex Database screen appears, complete it before allowing users back in.

After The Upgrade

  • Open the company again and confirm it loads without upgrade prompts.
  • Ask one user to test login, customer invoice entry, item list, and one common report.
  • If caches were deleted, the first load of some lists may be slower while QBM rebuilds them.
  • Keep the backup until users confirm normal operation.

Troubleshooting

Message or Situation Meaning What To Do
Permission warning The login does not have enough rights to upgrade the database. Use the approved administrator login or ask the database administrator to run the task.
Wrong password or login failed The user ID or password was not accepted by SQL Server. Retype the password carefully. If needed, reset or confirm the SQL administrator password.
Incorrect server name QBM cannot validate the selected server or instance. Check the QBM connection settings before retrying the upgrade.
Upgrade takes long time Large databases can take time, especially if reindexing is selected. Do not close QBM unless support confirms it is safe. Wait for the completion message.