DM925™
DM Series Digital Mailing System
™
Operator Guide
US English Version
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SV62207 Rev. B ©2009 Pitney Bowes Inc.
All rights reserved. This book may not be reproduced in whole or in part in any fashion or stored in a
retrieval system of any type or transmitted by any means, electronically or mechanically, without the
express, written permission of Pitney Bowes.
We have made every reasonable effort to ensure the accuracy and usefulness of this manual; how-
ever, we cannot assume responsibility for errors or omissions or liability for the misuse or misapplica-
tion of our products.
Due to our continuing program of product improvement, equipment and material specifications as well
as performance features are subject to change without notice. Your postage meter may not have
some of the features described in this book.
AccuTrac, Ascent, DM925, DM Series, E-Z Seal, IntelliLink, WEIGH-ON-THE-WAY (W-O-W®) Post-
age By Phone, INVIEW and Pitney Bowes Supply Line are trademarks or registered trademarks of
Pitney Bowes Inc. All other trademarks are trademarks or registered trademarks of the respective
owners.
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Alerting Messages
Various messages are used throughout this guide to alert you to potentially hazardous or error caus-
ing conditions. These messages are as follows:
WARNING! Alerts you to conditions or practices that could cause serious injury.
CAUTION: Alerts you to conditions or practices that could cause damage to the
equipment or to the material being run.
IMPORTANT: Alerts you to conditions or practices that could adversely affect equipment operation if
instructions are not followed exactly.
NOTE: Provides a comment or explanation of the associated topic.
FCC Compliance
This equipment has been tested and found to comply with the limits for a Class A digital device, pur-
suant to part 15 of the FCC rules. These limits are designed to provide reasonable protection against
interference when the equipment is operated in a commercial environment. This equipment gener-
ates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with
the instruction manual, may cause interference to radio communications. Operation of this equip-
ment in a residential area is likely to cause interference, in which case the user will be required to cor-
rect the interference at his own expense.
Use only a shielded interface cable to operate this equipment with a scale or other peripheral device
CAUTION: Changes or modifications to this equipment not expressly
approved by the party responsible for compliance (Pitney Bowes) could void
the user’s authority to operate the equipment.
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FCC Compliance of Modem
This equipment complies with Part 68 of the FCC rules and the requirements adopted by the ACTA.
On the bottom of the IntelliLink® Control Center is a label that contains, among other information, a
product identifier in the format US:AAAEQ##TXXXX. If requested, this number must be provided to
the telephone company.
This equipment is designed to be connected to a Facility Interface Code 02LS2 network with RJ11C
network interface.
A plug and jack used to connect this equipment to the premises wiring and telephone network must
comply with the applicable FCC Part 68 rules and requirements adopted by the ACTA. A compliant
telephone cord and modular plug is provided with this product. It is designed to be connected to a
compatible modular jack that is also compliant. See installation instructions for details.
The ringer equivalence number (REN) is used to determine the number of devices that may be con-
nected to a telephone line. Excessive RENs on a telephone line may result in the devices not ringing
in response to an incoming call. In most but not all areas, the sum of RENs should not exceed five
(5.0). To be certain of the number of devices that may be connected to a line, as determined by the
total RENs, contact the local telephone company. The REN for this product is part of the product
identifier that has the format US:AAAEQ##TXXXX. The digits represented by ## are the REN without
a decimal point (for example 03 is a REN of 0.3).
If this IntelliLink® Control Center causes harm to the telephone network, the telephone company will
notify you in advance that temporary discontinuance of service may be required. But if advance
notice isn’t practical, the telephone company will notify you as soon as possible. Also, you will be
advised of your right to file a complaint with the FCC if you believe it is necessary.
The telephone company may make changes in its facilities, equipment, operations, or procedures
that could affect the operation of the equipment. If this happens the telephone company will provide
advance notice in order for you to make necessary modifications to maintain uninterrupted service.
If trouble is experienced with this IntelliLink® Control Center please contact the help desk for repair or
warranty information. Refer to the Pitney Bowes Contact Information List in this guide for the number
of the help desk. If the equipment is causing harm to the telephone network, the telephone company
may request that you disconnect the equipment until the problem is resolved. This equipment is not
intended to be repaired by the customer (user).
Connection to party-line service is subject to state tariffs. Contact the state public utility commission,
public service commission, or corporation commission for information.
If the installation site has specially wired alarm equipment connected to the telephone line, ensure the
installation of this IntelliLink® Control Center does not disable the alarm equipment. If you have
questions about what will disable alarm equipment, consult your telephone company or a qualified
installer.
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Table of Contents
Pitney Bowes Contact Information List
Chapter 1 - Read this First
Chapter 2 - Meet the DM Series™ Digital Mailing System
Chapter 3 - Mail in a Minute
Chapter 4 - Running Mail
Chapter 5 - Mailing System Setup
Chapter 6 - Adding Postage
Chapter 7 - INVIEW™ Accounting
Chapter 8 - Reports
Chapter 9 - Maintaining and Updating
Chapter 10 - Troubleshooting
Chapter 11 - Supplies and Options
Chapter 12 - Specifications
Appendix A - Glossary
Index
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Pitney Bowes Contact Information List
PB Web Sites
•
•
•
•
•
•
For frequently asked questions, go to:
http://www.pb.com
To place requests for service or training, go to:
http://www.pb.com and click on My Account.
To order PB supplies and accessories, go to:
http://www.pb.com and click on Online Store.
To view and pay invoices online, go to:
http://www.pb.com and click on My Account.
To view inventory, go to:
http://www.pb.com and click on My Account.
To add postage to your Postage By Phone® Meter Payment System
account, go to:
http://www.pb.com and click on Add Postage to Your Meter.
Our Help Desk
For direct questions, call: 1.800.522.0020. Customer Service Represen-
tatives are available Monday through Friday, 8AM - 8:00PM EST.
Postage By
To contact, call 1.800.243.7800
Phone® System
Pitney Bowes
Supplies
To order Pitney Bowes approved supplies, call our PB Supply Line™ at
1.800.243.7824.
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1 • Read This First
Important Information About Powering Off Your DM Series™ Digital
Mailing System..................................................................................... 1-6
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1 • Read This First
What’s in this
Guide
Chapter 1 - Read this First contains important information about USPS
requirements and equipment and telephone safety precautions.
Chapter 2 - Meet the DM Series™ Digital Mailing System gives an over-
view of the mailing system and the location of each control and machine
feature. Please read this section carefully. It provides a foundation for the
instructions in later sections of this book.
Chapter 3 - Mail in a Minute explains the basics of running mail on your
system. By following these instructions, you will be able to run mail quickly.
Chapter 4 - Running Mail explains how to run mail in the different mail
modes as well as when to use the various options.
Chapter 5 - Mailing System Setup provides step-by-step instructions for
customizing your mailing system to suit your needs.
Chapter 6 - Adding Postage explains how to add postage funds to your
postage meter (Postal Security Device) using the Pitney Bowes Postage By
Phone® Meter Payment system.
Chapter 7 - INVIEW™ Accounting explains how to use the INVIEW™
Accounting feature to track postage.
Chapter 8 - Reports explains the different types of reports available and
how to print them.
Chapter 9 - Maintaining and Updating explains how to check the quality
of the meter stamp and how to take care of the moistener and tape feeder. It
also tells you how to add features and update postal rates and carriers.
Chapter 10 - Troubleshooting contains a list of problems you may encoun-
ter while using your mailing system.
Chapter 11 - Supplies and Options lists the supplies available for your
system and how to order them.
Chapter 12 - Specifications contains the specifications for the mailing sys-
tem and mailing materials.
Appendix A - Glossary defines mailing terms used throughout this opera-
tor guide.
Other
Information
This section describes other sources of information available for the
DM Series™ Digital Mailing System.
•
Quick Reference Cards - Much of the information contained in the
Operator guide, such as how to set postage, process mail, or clear jams
is summarized in the Quick Reference Card Set. The cards are located
in a slot in the Stacker module of your system.
•
Our Help Desk - For a list of the Pitney Bowes web sites, refer to the
Pitney Bowes Contact Information List located at the front of this guide.
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DM925™ Digital Mailing System Operating Guide
What You Need
to Know
Since your postage meter (Postal Security Device) is licensed by the United
States Postal Service (USPS), you must follow a few basic requirements.
USPS
Requirements
•
•
•
•
Mail must have the correct date and postage amount in the meter
stamp.
Metered mail must bear the ZIP Code location of the post office where
the postage meter (Postal Security Device) is registered.
If you move to another ZIP Code location, you must update the ZIP
Code. You can do this by calling Postage by Phone®.
Each time you refill yourpostage meter (Postal Security Device) through
the modem or LAN, the Postage By Phone® Meter Payment System
computer automatically performs a postal inspection. If the postage
meter in your mailing machine has not detected a modemor LAN refill
transaction at certain intervals, the message “Inspection Required”
appears on the main screen of the IntelliLink® Control Center. (The sys-
tem will then prompt you to connect to Pitney Bowes and perform an
inspection.)
•
The postage tape you use must meet USPS specifications.
Safety
Requirements
WARNING! Follow normal safety precautions for all office equip-
ment whenever using your mailing system.
Read all instructions before you attempt to operate the machine. Use
the equipment only for its intended purpose.
•
Use only Pitney Bowes approved supplies, in particular aerosol dusters.
Improper storage and use of aerosol dusters or flammable aerosol dust-
ers, can cause anexplosive-like condition that could result in a personal
injury and/or property damage. Never use aerosol dusters labeled flam-
mable and always read instructions and safety precautions on the
duster container label.
•
Use the power cord supplied with the machine and plug it into a properly
grounded wall outlet located near the machine and easily accessible.
Failure to properly ground the machine can result in severe personal
injury and/or fire.
•
•
The power cord wall plug is the primary means of disconnecting the
machine from the AC supply.
Do not remove the power cord's ground pin and do not use a ground
adapter.
•
•
Make sure the area in front of the power outlet is free of obstruction.
DO NOT route the power cord over sharp edges or trap it between
pieces of furniture. Make sure there is no strain on it.
To reduce the risk of fire or electrical shock, DO NOT attempt to remove
covers or disassemble the equipment. The housing encloses hazardous
parts. If any components are dropped or otherwise damaged, report
such damage to your Pitney Bowes customer service representative.
Keep fingers, long hair, jewelry, neck ties, and loose clothing away from
moving parts at all times.
•
•
•
•
When removing jammed material, avoid using too much forceto prevent
personal injury and damaging equipment.
To prevent overheating do not cover system vent openings.
SV62207 Rev. B
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1 • Read This First
•
•
•
When lifting covers, wait for all parts to stop moving before placing
hands near feeder path or printer.
Do not remove covers as they enclose hazardous parts that should only
be accessed by a Pitney Bowes Service Representative.
Use only Pitney Bowes approved supplies, e.g., inks, tapes, and clean-
ers. Call the Pitney Bowes Supply Line™ listed in the Pitney Bowes
Contact Information List at the front of this guide.
•
Always follow the specific occupational safety and health standards pre-
scribed for your workplace.
NOTE: Your mailing system requires annual cleaning by a Pitney Bowes
service representative. For continued safe operation, contact your local Pit-
ney Bowes office for a scheduled cleaning
If you use an AC adapter to power the meter when it is off the mailing
machine base:
•
Use only the AC adapter designed specifically for the IntelliLink® Con-
trol Center. Third-party AC adapters may damage the IntelliLink® Con-
trol Center.
•
•
To protect against electrical shock, plug the AC adapter into a properly
grounded power outlet.
Do not route the AC adapter cable over sharp edges or trap between
furniture.
CAUTION: In case of an ink spill, leaking ink or excessive ink
accumulation, immediately power down and disconnect the
power cord from the wall plug and call your local Pitney
Bowes office for a cleaning.
The IntelliLink® Control Center and its built-in postage meter (Postal Secu-
rity Device) connect directly to analog telephone lines. For your protection
we urge you to follow basic safety precautions to reduce the risk of fire,
electric shock and injury to persons, as well as the following:
•
•
•
Never connect telephone wiring during a lightning storm.
Disconnect the meter telephone line during a lightning storm.
Avoid using a telephone or equipment that connects to a telephone line
during an electrical storm; there may be a remote risk of electrical shock
from lightning.
•
•
Never install telephone jacks in wet locations.
Do not use this product near water, for example, near a bath tub, wash
bowl, kitchen sink or laundry tub, in a wet basement or near a swimming
pool.
•
Never touch non-insulated telephone wires or terminals unless the tele-
phone line has been disconnected at the network interface.
Use caution when installing or modifying telephone lines.
Do not use the telephone or equipment connected to the telephone line
in the vicinity of a gas leak
•
•
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DM925™ Digital Mailing System Operating Guide
•
•
Do not connect your postage meter (Postal Security Device) to a digital
phone line. The device’s built-in modem is designed to work with an
analog phone line only. (Your fax machine is usually connected to an
analog phone line.) If you do not know if your line is digital, call your
phone provider for verification.
Disconnect the telephone cord from the wall before removing the
IntelliLink® Control Center.
CAUTION: To reduce the risk of fire, use only the 26 AWG
telecommunication line cord supplied separately.
U7P0 Power
Stacker
WARNING! Follow normal safety precautions for all office equip-
ment whenever using the Power Stacker.
•
Use only Pitney Bowes approved supplies, in particular aerosol dusters.
Improper storage and use of aerosol dusters or flammable aerosol dust-
ers, can cause anexplosive-like condition that could result in a personal
injury and/or property damage. Never use aerosol dusters labeled flam-
mable and always read instructions and safety precautions on the
duster container label.
•
•
To obtain Pitney Bowes supplies, please contact our Pitney Bowes Sup-
ply Line™. Material Safety Data Sheets can be obtained on the web or
from our Pitney Bowes Supply Line™. Refer to the Pitney Bowes Con-
tact Information List at the front of this guide for phone numbers and
web site information.
Use the power cord supplied with the machine and plug it into a properly
grounded wall outlet located near the machine and easily accessible.
Failure to properly ground the machine can result in severe personal
injury and/or fire.
•
•
Avoid touching moving parts or materials while the machine is in use.
Keep hands, loose clothing, jewelry and long hair away from all moving
parts.
Do not remove covers. Covers enclose hazardous parts that should only
be accessed by properly trained service personnel. Immediately report
to Pitney Bowes Service any damaged or non-functioning components
that renders the unit unsafe.
•
•
Place the unit in an accessible location to allow for proper venting of the
equipment and to facilitate servicing.
The power cord wall plug is the primary means of disconnecting the
machine from the AC supply.
•
•
•
Do not use an adapter plug on the line cord or wall outlet.
Do not remove the ground pin from the line cord.
Avoid using wall outlets that are controlled by wall switches, or shared
with other equipment.
•
•
Do not route the power cord over sharp edges or trapped between furni-
ture.
Ensure there is no strain on the power cord where it becomes jammed
between the equipment, walls or furniture.
SV62207 Rev. B
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1 • Read This First
•
Be certain the area in frontof the wall receptacle into which the machine
is plugged is free from obstruction.
•
•
•
To prevent overheating, do not cover the vent openings.
Read all instructions before attempting to operate the equipment.
Use this equipment only for its intended purpose.
If your stacker has an AC adapter to power the stacker:
•
Use only the AC adapter designed specifically for the stacker and
shown in Chapter 11, Supplies and Options. Third-party AC adapters
may damage the stacker.
•
To protect against electrical shock, plug the AC adapter power cord into
a properly grounded wall outlet.
Do not route the AC adapter cable over sharp edges or trap it between
furniture.
NOTE: Always follow the specific occupational safety and health standards
for your workplace.
Important Information About Powering Off
Your DM Series™ Digital Mailing System
Your DM Series™ Digital Mailing System is designed to remain powered on
at all times. This is necessary so that the printer station can perform the
required maintenance it needs to maintain peak performance.
Your DM Series™ System has a power switch (for the location, refer to
Chapter 2 of this guide) so that you can properly remove power to the sys-
tem.
If you need to power off your system, you must use the power switch. When
you power off the system, the system immediately moves the printhead
back to the capping station to keep the printhead from drying out.
Powering off your system by any other means, such as a wall switch, a
power strip, or unplugging from a walloutlet, will result inhigher than normal
ink consumption and could damage your mailing system.
ON
OFF
NO
NO
NO
YES
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2 • Meet the DM925™ Digital Mailing System
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2 • Meet the DM925™ Digital Mailing System
Introducing the
DM Series™
The DM Series™ Digital Mailing System is an easy-to-use digital mailing
system you can tailor to satisfy the unique requirements of your organiza-
tion. This system:
Mailing System
•
•
•
•
•
Automatically feeds a stack of mixed mail envelopes.
Weighs envelopes, flats and packages (up to 1lb.)
Moistens and seals the envelopes with flaps open or closed.
Imprints the correct postage amount.
Stacks the finished mail.
Features and
Benefits
The following section provides a summary of the main features and bene-
fits of the DM Series™ Digital Mailing System.
Postage Security
Device
Your mailing system is equipped with a Postal Security Device (PSD) that
incorporates the latest technology approved by the United States Postal
Service to secure funds. This technology eliminates the need to perform
physical inspections of your postal security device. The PSD contains the
funds and performs all calculations necessary to print meter stamps that
comply with current USPS standards. The PSD is located in your mailing
system's IntelliLink® Control Center.
Easy-to-Use
IntelliLink®
Control Center
The IntelliLink® Control Center is mounted on the top of your mailing sys-
tem and features a large easy-to-read graphic display, function keys and
alpha and numeric keypads. A series of messages and options appear in
the display to prompt you through all of the setup and mailing operations.
You use the function keys and keypads to respond to the system prompts
and select your options.
2 - 2
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DM925™ Digital Mailing System Operating Guide
Variety of
Communications
Options
Your DM Series™ Digital Mailing System comes with communications ports
for data communications with Pitney Bowes support services and for inter-
facing to external devices such as a personal computer, an optional scale,
or other peripherals.
An internal modem with an external interface to analog telephone lines
allows data communications with Pitney Bowes support services as well as
external mail/parcel carriers.
Communications with Pitney Bowes provides the following benefits:
•
•
•
Postage By Phone® Meter Payment System refills
Remote postage inspections
USPS Confirmation Services (Delivery Confirmation, Signature Confir-
mation, and electronic filing of Certified Mail)
•
•
Ability to download graphic images (ads, inscriptions, and permits)
Ability to download rate change and software updates
Ability to Use
Other Pitney
Bowes
You can use the following Pitney Bowes equipment with your mailing sys-
tem:
U7P0 Power Stacker.
Equipment
This provides a larger area for stacking imprinted envelopes. (Optional.)
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2 • Meet the DM925™ Digital Mailing System
Accounting and
Reporting
INVIEW™ Accounting
INVIEW™ Accounting and reporting allows you to store postage costs for
100 accounts. You can run reports on single or multiple accounts and limit
access to the accounts by password protecting them. For more information
about INVIEW™ Accounting, refer to Chapter 7, INVIEW™ Accounting in
this guide.
Budget Manager
You can also acquire the enhanced accounting package, Budget Manager.
Budget Manager allows you to create more accounts with higher levels of
detail. For more information on Budget Manager, refer to Budget Manager
Operator Guide, SV60957.
Business Manager
You can connect your DM Series™ system directly to a Business Manager
host PC and control all of your accounts, operators and postal transaction
data through the Business Manager Administration module. For more infor-
mation on Business Manager, refer to the help within the Business Man-
ager application.
Advertisements
and Inscriptions
Ads and inscriptions are messages you can include in the meter stamp. A
number of standard advertisements and inscriptions are included with your
mailing system. You can order customized ads and inscriptions by calling
the Pitney Bowes Supply Line™ (refer to the Pitney Bowes Contact Infor-
mation List at the front of this guide for the phone number). For information
on ordering ads and inscriptions, refer to Chapter 11, Supplies and Options
in this guide.
When you order additional advertisements or inscriptions you receive an
art card which you insert into a slot on the side of the IntelliLink® Control
Center. Once installed, you can select an advertisement or inscription when
you run mail.
Shape Based
Rating
Shape based rates are USPS® rates that are based on the
weight and dimensions (thickness, length, width) of the mail
piece. All new DM Series™ mailing systems have been
updated to support this rating structure.
s
COMPLIANT
Optional Permits
You can print a permit on a piece of mail instead of a meter sat mp. A permit
is a postal mark containing a permit number that provides you with special
processing or discount rates. You get the permit(s) from the US PostOffice
and the permit artwork from Pitney Bowes. For information on ordering per-
mits, refer to Chapter 11, Supplies and Options in this guide.
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DM925™ Digital Mailing System Operating Guide
Parts of the
Mailing System
This section describes the parts of your DM925™ mailing system and
includes:
•
•
•
•
The Mailing System Exterior
The Mailing System Interior
The IntelliLink® Control Center
The Main Screen
Mailing System
Exterior
Refer to the diagram for the location of each component.
Back Stop - Holds large envelopes in place.
1
2
3
E-Z Seal® Moistener Cover - The fluid supply for moistening
envelope flaps and tapes is located under this cover.
IntelliLink® Control Center - This contains the screen and
keypad for communicating with the mailing machine and the
built-in postage meter (Postal Security Device).
Main Cover - Protect moving parts and prevent foreign objects
from entering the machine. The main cover protects the post-
age tape roll, the transport mechanism, and the print engine.
4
On/Off Switch - Turns the mailing system on and off. This is
located on the lower left side of the feed deck.
5
6
7
Feeder Cover - This protects the feeder mechanism including
the thickness adjustment knob and the sealer lever.
Quick Reference Card Set - These are easy reference cards
containing instructions for performing operations like how to set
postage, process mail, or clear jams. The cards are located in
a slot in the stacker module of your mailing system.
Feed Deck - This is where you load the mail.
8
9
External Device Ports - Use these ports to connect to external
devices like a power stacker or Flash Memory Drive. You
access most of these connectors on the back of the mailing
system, by removing the connections cover at the back of the
IntelliLink® Control Center. For a detailed view, see inset.
Side Door - Open this door to inspect and clean the moistener
brush, or adjust for wet or dry tape.
10
11
12
Wet/Dry Tape Lever - Move this lever down for dry tapes or
pressure-sensitive tapes; move it up to wet gummed tapes.
Stacker - This is where mail is deposited after the postage is
applied to the piece of mail. It is located on the right side of the
machine. It may be adrop stacker, or an optional DJPS/DMPS
or U7PS Power Stacker.
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2 • Meet the DM925™ Digital Mailing System
The Digital Mailing System Exterior
3
2
4
1
8
7
6
5
9
10
11
12
USB Ports (USB Network Adapter can be
plugged in here)
USB Network Adapter
and LAN Cable
USB Port for
Flash Memory
Drive (used with
INVIEW™
Accounting)
Serial Port
2 - 6
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DM925™ Digital Mailing System Operating Guide
Mailing System
Interior
Refer to the diagram for the location of each component.
Roll tape - The tape supply is located here. Print meter stamps
on tape for pieces of mail that cannot go through the system.
You can also print reports on tape.
1
Printer and Ink Cartridge - Produces the meter stamp on the
mail piece or tape.
2
3
4
5
6
7
Transport Jam Lever - Lift this to clear jams on the transport
section of the feed deck.
Mail Transport Deck - Transports envelopes of mixed thick-
nesses through the feeder path.
Feeder Jam Release Lever - Lift this to clear jams in the
feeder section of the feed deck.
Thickness Adjustment Knob - Use this to adjust for the thick-
ness of the envelopes.
E-Z Seal® Sealing Solution Moistener Bottles - Hold the E-Z
Seal® Sealing Solution used to seal mail and tapes.
1
7
2
4
5
3
6
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2 • Meet the DM925™ Digital Mailing System
The IntelliLink®
Control Center
This section describes all of the function keys on the IntelliLink Control
Center, the control center Main Screen, and the connectors on the back of
the control center used to connect it to the AC adapter and to internal and
external phone lines.
Function Keys
Five Screen Keys - The five keys directly to the left of the display
screen allow you to select options displayed on the screen.
1
Lock Button - Locks the IntelliLink® Control Center.
2
Normal Preset Key - Returns you to the most commonly used set-
ting.
3
Mode Key - Press to choose from a variety of mail processing
modes.
4
Class Key - Enables you to select thecorrect class for your mailing
(e.g., First Class, Priority, Media mail).
5
Seal Key - Allows you to moisten and seal envelopes, with or with-
out applying postage. You can also choose not to seal the enve-
6
lopes at all. You can also choose not to seal the envelopes at all,
adjust the wetness, or prime the moistener.
Accounts Key - Press to set up and edit accounts.
7
Custom Preset Key - Use this to choose frequently-used system
key settings for running different jobs
8
Menu Key - Press to view the following settings and options:
9
•
•
•
•
•
•
•
Meter Stamp Options
Set pU
Zero Scale
Maintenance
Turn Features On
Confirmation Services
Adjust Display Contrast
Funds Key - Press to view the following settings and options:
10
•
•
•
Funds Available (in postage meter)
Funds Used
Total Pieces (of mail processed by your mail system)
Reports Key - Offers a selection of different types of reports to run.
11
12
Help Key - Gives detailed information about a screen you are view-
ing.
Numeric Keys - Press numbered keys to enter postage amounts
and weight. You can also use these keys to select numbered
options appearing in the display.
13
Enter Key - Press to enter the information you have selected for
the mailing system.
14
15
Arrow Keys - Moves you to new menus, or scrolls menus and
selects options.
2 - 8
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DM925™ Digital Mailing System Operating Guide
Start Key - Begins processing mail with the options you have
selected.
16
17
Tape Key - Allows you to print postage tapes for packages or
pieces of mail that are outside the limits specified for mailing materi-
als. See Specifications in Chapter 12 of this guide for details.
Stop Key - Ends a mail or tape processing job in progress.
18
19
20
Clear Key - Clears an entry, or takes you back one screen.
Alpha Keyboard - Use to enter accounts and other setup informa-
tion. This keyboard is under a cover that opens for access.
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2 • Meet the DM925™ Digital Mailing System
The Main Screen
The content of the main screen depends upon the current mode of the
machine. Main screens are the only screens that contain a meter stamp
replica area and a main status area.
The main screen enters a sleep mode after a certain period of inactivity.
Pressing any key wakes up the system and shows the last screen on the
display, or the one corresponding to the Normal Preset settings (refer to
Define Presets in Chapter 5 in this guide for more information).
Advertisement Display - The optional message to be printed on
the envelopes or tape (if selected).
1
Account - The optional account number or name charged with
postage.
2
Class - The class you selected for the piece of mail.
3
Main Status Area - Important information such as warnings or help
or navigation tips. For example, if you select a class, a message
4
appears in this area.
Weight Display Area - The weight of the piece of mail.
5
Mode - The mode in which the piece of mail will be processed, or
what the next required action will be.
6
Meter Stamp - The official USPS indicia printed on the envelope or
tape.
7
Batch Count - The number of pieces of mail run in a job.
8
2 - 10
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DM925™ Digital Mailing System Operating Guide
Connectors on the Back of the IntelliLink® Control Center
•
Internal Analog Phone Line Connector - The IntelliLink® Control
Center has an internal analog modem and can connect directly to an
analog phone line. The term analog phone line refers to a RJ11C or
RJ11W compatible (single line) telephone wall plug typically used for a
residential phone or facsimile hookup.
•
IntelliLink® Control Center AC Adapter Receptacle - The receptacle
for the AC adapter is located on the back of the IntelliLink® Control
Center. If you need to remove the control center from the mailing sys-
tem base and move it to an analog telephone line, you plug the AC
adapter into this receptacle. When the control center is connected to
the mailing system base, access to the AC adapter is blocked as indi-
cated by the dotted line in the picture below.
Analog Phone Line
Connector (on base)
Use this to connect
directly to an analog
phone line
IntelliLink® Control Center installed on a DM Series™ System base. Dotted
line indicates AC Adapter Receptacle is covered by base
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2 • Meet the DM925™ Digital Mailing System
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3 • Mail in a Minute
Mail in a Minute.................................................................................... 3-2
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3 • Mail in a Minute
Mail in a Minute
This chapter explains how to use the “Key In Postage” mode. It’s the quick-
est and easiest way to run a piece of mail or print a postage tape.
Use this mode if:
•
•
•
You know the postage amount.
All envelopes are the same size.
You are printing postage on postcards.
For instructions on other available modes for running your mail, refer to
Determining the Correct Postage Mode section in Chapter 4 in this guide.
For tips on feeling light weight or bulky pieces of mail, flats and postcards,
or any mail that is easily damaged, refer theTips on Feeding Mail section in
Chapter 4 in this guide.
Preparing Your
Mail
1. Remove any onion skin/airmail type envelopes, Tyvek® envelopes,
envelopes that are thicker than 5/8” or any pieces of mail that are out-
side the limits specified for mailing materials - see Specifications in
Appendix C of this guide for details. Print the postage for this type of
mail on tape.
2. Sort the mail by envelope size and weight. If you are using the account-
ing feature, sort by account as well.
Shingle the envelopes so they
are slanted slightly to the left as
shown in the picture shown at
right.
3. Place the stack of mail on the
feed deck shown in the picture
below. If you have AutoStart
enabled, do NOT place the mail
on the deck until have made all
your selections and are ready
to run mail..
Slot
•
•
Place the envelopes with open flaps in the slot. Any envelopes that are
already closed are unaffected by the moistening process.
Lift the back stop to its “up” position for larger mail.
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DM925™ Digital Mailing System Operating Guide
4. Set the sealer lever. Push lever
Sealer
Lever
to the right for sealing or to the
left for postcards and mail you
do not want sealed.
5. Use the thickness adjustment
knob to adjust for envelope
thickness.
Normal Mail Setting
•
For thicker pieces of mail
(3/8” to 5/8”), or mail contain-
ing several inserts, use the
thick mail setting. For most
mail under 3/8", use the nor-
mal mail settings.
•
For large stacks of thin mail,
such as single inserts or post
cards, the thin mail setting
may be needed for better
performance. Refer to the
figure on the right.
Thick Mail
Setting
Thin Mail
Setting
To pick asetting, turn the knob to
the arrow located on the feed
cover.
Make sure you have sufficient funds in your postage meter. If the message
“Low Funds” appears on the screen, make sure you can complete the mail
run with the funds you have. If you do not have enough funds, see Chapter
6, Adding Postage in this guide. uide and envelopes (about 1/16 inch clear-
ance).
6.
Running the
Mail
1. Press the Mode key on the IntelliLink® Control Center.
2. Select Key In Postage.
3. Key in the correct postage value using the numeric keys on the control
center, then press the Enter key.
NOTE: The “Auto-On” feature allows you to process mail without pressing the
start button after you place mail on the feed deck. The IntelliLink® Control Cen-
ter will advise you of the mailing stage you are in.
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3 • Mail in a Minute
Printing
Print postage tapes for:
Postage Tapes
•
•
•
•
•
Packages
Onion skin/airmail type envelopes
Tyvek® envelopes
Envelopes that are thicker than 3/4”
Any pieces of mail that are outside the limits specified for mailing mate-
rials - see Specifications, Mailing Materials in Chapter 12 of this guide
for details.
To use this feature you must know the amount of postage you want to print.
You can easily determine this using a scale.
CAUTION: Use only fresh rolls of Pitney Bowes tape to avoid
distortion or jams in the mechanism and possible loss of post-
age.
To print a postage tape:
1. Press the Mode key on the IntelliLink® Control Center.
2. Select Key In Postage.
3. When the “Ready “ screen appears, use the numeric keypad to enter in
the postage amount.
4. Press Enter to confirm the postage amount.
5. Locate the tape exit on the right side of the machine.
6. Move the “wet/dry” tape lever
•
•
down for dry tapes or pressure-sensitive tapes,
up for wetting gummed tapes.
Wet Tape
Setting
DryTape
Setting
7. Press the Tape key to print one tape. To print multiple tapes:
•
•
Enter the number of tapes you want to print using the number keys.
Press the Tape key.
8. The mailing system ejects dry tapes until the number you entered is
reached. The machine won’t print another wet tape until you remove
the previous one. This prevents tapes from sticking to each other.
9. Remove tapes from the tape exit on the right side of the machine.
NOTE: The machine ejects dry tapes until the number you entered is reached.
The machine will not print another wet tape until you remove the previous one.
This prevents tapes from sticking to each other.
3-4
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4 • Running Mail
Navigating Hints................................................................................... 4-2
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4 • Running Mail
Navigating
Hints
•
•
The maximum number of options displayed is 5. To view more options,
press the down arrow key.
You can select a numbered option either by pressing the screen key
next to the option, or by pressing the corresponding number on the key-
board and then pressing the Enter key.
•
•
To go back one screen or more, clear an entry, or return to the “Ready”
screen, press the Clear key. Pressing the left arrow key returns you to
the main screen.
Other selection or navigation or help information appears at the bottom
of the screen. Also, check for messages next to the arrow keys on the
bottom right side of the screen.
Select Mode
1. Key in Postage
2.Differntial Weighing
Screen
Options
3. Manual Weigh Entry
4. Attached Scale
5. Attached Scale - AutoTape
ArrowKeys
and Help
Information
Home
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DM925™ Digital Mailing System Operating Guide
Applying
Postage and
Running Mail
To apply postage and run mail on the DM925™ mailing system, follow the
procedures listed here.
You must follow procedures 1 and 2 before you run mail through the sys-
tem and apply postage. If you are using Accounting, you must also follow
procedure 4.
Follow the other procedures listed here as needed.
For details on each procedure, refer to the section number listed here.
Determining the Correct Postage Mode. Deciding the appropriate mode for
your specific mail run.
1
Preparing Your Mail. Getting your mail ready for the Digital Mailing System.
2
Selecting the Postage Mode and Running Mail. Choosing the mode for
running your mail and tapes.
3
Selecting or Deselecting an Account. Refer to this section if your system
uses accounting.
4
Selecting the Class, Carrier, Special Services or Options. Refer to this
section if you need to specify a class or select a special service.
5
Selecting Meter Stamp Options. This section describes how to change the
elements printed on your piece of mail.
6
Using Electronic Confirmation Services. This section tells you how to use
preprinted barcode labels provided by Pitney Bowes to electronically process
7
and submit records for USPS® Confirmation Services to the Pitney Bowes
Data Center.
Adding Postage or Changing the Date. This sections tells you how to add
more postage or change the date of your postage.
8
Clearing the Batch Count. Refer to this section if you want to clear or reset
the number of pieces of mail processed by your system.
9
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4 • Running Mail
Determining
the Correct
Postage
Feeding Mail or Printing Tape?
1. If your mail requires no application of postage, see Chart C on the fol-
lowing page to choose your mode.
2. If your mail requires postage, you must determine if you can print
directly on your mail. You can feed mail if your pieces of mail are:
1
Mode
•
•
•
•
under 3/4 in. thick.
over 3.5 in. x 5 in. or under 13 in. x 15 in.
under 5.0 lbs.
not too thin (such as fliers, or Tyvek® envelopes) or too fragile
(such as air mail and onion skin envelopes) to pass through the
feeder.
•
Meet the other requirements for mail feeding listed in Chapter 12,
Specifications in this guide.
3. If your mail meets the above requirements, select the appropriate mode
from Chart A below.
4. If your mail does NOT meet the requirements for direct printing, you
MUST print a postage tape. Select the applicable postage mode from
Chart B on the following page.
Chart A - Printing on Mail
If:
Then use this mode:
You know the amount of postage needed for
your piece of mail.
Key In Postage
You do not know the weight of your piece of
mail.
Attached Scale
W-O-W® - Weigh-On-The-
Way® (An option you may be
able to purchase. Not avail-
able on all systems.)
The pieces of mail are different weights but fall
within the guidelines listed above and in the
Specifications in Chapter 12 in this guide.
Weight First Piece (only avail-
able with W-O-W®)
All pieces of mail are identical.
Differential Weighing (An
option you may be able to pur-
chase. Not available on all
systems.)
Your pieces of mail vary in types, sizes, and/or
weights.
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DM925™ Digital Mailing System Operating Guide
Chart B - Postage Tape Mode
If:
Then use this mode:
You know the amount of postage needed for
your piece of mail.
Key In Postage
Attached Scale (An option you
may be able to purchase. Not
available on all systems.)
You do not know the weight of your piece of
mail.
Attached Scale - AutoTape
(An option you may be able to
purchase. Not available on all
systems.)
You have several pieces of mail and do not
know their postage
Manual Weight Entry (An
option you may be able to pur-
chase. Not available on all
systems.)
You know the weight.
Differential Weighing (An
option you may be able to pur-
chase. Not available on all
systems.)
Your pieces of mail vary in types, sizes and/or
weights.
Chart C - Mail Modes with NO Postage
If:
Then use this mode:
Seal Only (No Printing)
Time and Date Stamp (An
You only want to seal the envelope and do
NOT want to apply postage.
You want to print the date or time on incoming option you may be able to pur-
mail for record keeping.
chase. Not available on all
systems.)
Chart D - Permit Mail
If:
Then use this mode:
Print Permit (An option you
may be able to purchase that
requires a separate
Your mail requires a permit.
IntelliLink® Control Center.
Not available on all systems.)
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4 • Running Mail
Preparing
Your Mail
If you intend to run pieces of mail through your system, read About Run-
ning Mail below. If you are going to print postage tapes, read About Printing
Postage Tapes in this section.
2
Then, proceed to instructions for selecting the mode and running the job.
Refer to Chapter 12, Specifications in this guide to make sure your mail is
compatible with your mailing system. For tips on feeding light weight or
bulky pieces of mail, flats and postcards, or any mail that is easily dam-
About Running
Mail
1. Remove any onion skin/airmail type envelopes, Tyvek® envelopes,
envelopes that are thicker than 5/8” or any pieces of mail that are out-
side the limits specified for mailing materials - see Specifications in
Appendix C of this guide for details. Print the postage for this type of
mail on tape.
2. Sort the mail by envelope size and weight. If you are using the account-
ing feature, sort by account as well.
3. Shingle the envelopes so they are
slanted slightly to the left as
shown in the picture shown at
right. Place the stack of mail on
the feed deck shown in thepicture
below. If you have AutoStart
enabled, do NOT place the mail
on the deck until have made all
your selections and are ready to
run mail..
Slot
•
Place the envelopes with open flaps in the slot. Any envelopes that are
already closed are unaffected by the moistening process.
4-6
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DM925™ Digital Mailing System Operating Guide
4. Lift the back stop to its “up”
Sealer
Lever
position for larger mail.Set the
sealer lever. Push lever to the
right for sealing or to the left for
postcards and mail you do not
want sealed.
5. Use the thickness adjustment
knob to adjust for envelope
thickness.
Normal Mail Setting
•
For thicker pieces of mail
(3/8” to 5/8”), or mail contain-
ing several inserts, use the
thick mail setting. For most
mail under 3/8", use the nor-
mal mail settings.
•
For large stacks of thin mail,
such as single inserts or post
cards, the thin mail setting
may be needed for better
performance. Refer to the
figure on the right.
Thick Mail
Setting
Thin Mail
Setting
To pick asetting, turn the knob to
the arrow located on the feed
cover.
6. Make sure you have sufficient funds in your postage meter. If the mes-
sage “Low Funds” appears on the screen, make sure you can complete
the mail run with the funds you have. If you do not have enough funds,
see Chapter 6, Adding Postage in this guide. uide and envelopes
(about 1/16 inch clearance).
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4 • Running Mail
Tips on Feeding
Mail
•
•
Presealed Envelopes: If you are using presealed envelopes, make
sure you press the Seal key on the IntelliLink® Control Center and
select Sealer off or the envelopes will jam.
Pieces of mail that are 5/8" thick: If you are running pieces of mail
that are each 5/8” thick, you must run them one piece at a time. Do not
stack them on the feed deck and attempt to feed them automatically -
they will jam.
•
•
Puffy mail: Be sure to compress all "puffy" mail before placing it on the
feed deck.
Portrait flats or light, easily damaged mail: You may want to reduce
the speed at which the pieces of mail travel through the machine. To do
this, press the Mode key, then press the right arrow key (speed) to
change between normal and reduced speed.
•
Any mail with the flap on the opposite side: For mail where the indi-
cia is located on the side opposite of the flap (the flap is on the bottom
of the mail piece), make sure the mail is completely sealed before pro-
cessing the mail in the W-O-W® mode as shown below.
make sure the mail is completely
if this is where you want the
sealed when
indicia ...
you feed
Flap face-down
and sealed
•
Postcards: You may want to process postcards using the reduced
speed mode. Remember to use the Key in Postage mode for postcards
4-8
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DM925™ Digital Mailing System Operating Guide
About Printing
Postage Tapes
Print postage tapes for:
•
•
•
•
•
Packages
Onion skin/airmail type envelopes
Tyvek® envelopes
Envelopes that are thicker than 3/4”
Any pieces of mail that are outside the limits specified for mailing mate-
rials - see Chapter 12, Specifications in this guide for details.
You can request up to 50 tapes at a time. The tapes exit into the stacker.
The mailing system is designed to use a special pressure sensitive adhe-
sive tape made exclusively for it.
CAUTION: Use only fresh rolls of Pitney Bowes® tape to avoid
distortion or jams in the mechanism and possible loss of postage.
•
•
To print one tape, you simply press the Tape key instead of placing mail
on the feed deck.
To print more than one tape, use the numeric keys to type in the num-
ber of tapes you want, then press the Tape key. The tapes exit into the
stacker on the right side of the mailing system.
NOTE: Do not lift any of the covers on the mailing system while the tape is
printing or the system will stop printing, cut and eject the tape.
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4 • Running Mail
Selecting
Once you decide the appropriate mode for
running your mail job, you select the mode
on your mailing system. To access the
modes, press the Mode key on the
IntelliLink® Control Center.
3
Select Mode
the Postage
Mode and
Running the
Mail
Reduced Speed
Key in Postage
W-O-W® - Weigh on the
Way
Weigh First Piece
Differential Weighing
Manual Weight Entry
Attached Scale
Attached Scale - AutoTape
Seal Only
The names of the modes as they appear on
the screen are shown in the menu on the
right.
Depending on your model number, you
may have all or only some of these options.
For a detailed description of each mode,
refer to the specific mode topic in this sec-
tion. Follow the steps for your mode
exactly.
While your mailing system processes the mail, the screen:
•
•
Displays the status of the current job.
Instructs you, if necessary, to insert an envelope or to reboot your sys-
tem (or displays an error message).
•
•
Keeps a running count of processed mail.
Displays errors, at which point the machine stops immediately.
Mode Selection:
Reduced Speed
Reduced Speed Mode provides "Normal" or "Reduced" speed mode for
mail that requires extra careduring processing. This option can besaved in
a custom preset.
To use this mode:
1. Press the Mode key.
2. Press the right arrow key to toggle between "Normal" and "Reduced"
speed. The current speed appears on the bottom left corner of the
screen.
Reduced Speed Mode will remain active unless it is changed by the opera-
tor, or the system defaults to ‘Normal’ as part of the Normal Preset.
4-10
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DM925™ Digital Mailing System Operating Guide
Mode Selection:
Key in Postage
Use this mode if you know what the correct amount of postage is for your
mail and you intend to apply this postage to each piece.
1. Press the Mode key.
2. Select Key In Postage.
3. Key in the correct postage value using the numeric keys on the
IntelliLink® Control Center, then press the Enter key.
4. If you are done, place the mail on the feed deck and press the Start
key, otherwise go to step 4.
5. If you want to change the date, add or change an advertisement or
inscription, press the Menu key and select Meter Stamp Options. For
chapter.
6. When finished, place the stack of mail or piece of mail on the feed deck
and press the Start key.
7. If you are using the optional Power Stacker, we recommend you
remove your mail in manageable stacks and not allow the deck to fill
completely. The system will halt the stacker if it is filled to its maximum
capacity.
Mode Selection:
W-O-W® - Weigh-
On-The-Way®
The W-O-W® feature increases your productivity by weighing the piece of
mail and applying the correct postage as it travels through the mailing
machine.
WARNING! Do not lean on or disturb the system while it is process-
ing mail in this mode. It will affect the amount of postage applied to
the mail piece.
To run mail in the W-O-W® mode:
1. Press the Mode key.
2. Select W-O-W® - Weigh on the Way.
3. Press the Class key and select the class. For more information, refer to
ter.
4. Press the Seal key and select your sealing option. Set the seal lever.
5. Place the stack of mail on the feed deck.
6. Press the Start key.
7. If you are using the optional Power Stacker, we recommend you
remove your mail in manageable stacks and not allow the deck to fill
completely. The system will halt the stacker if it is filled to its maximum
capacity.
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4 • Running Mail
Mode Selection:
Weigh First Piece
This feature is available only on systems that have the optional
Weigh-On-The-Way® (W-O-W®) module installed.
In this mode, the machine weighs the first mail piece and processes the
remaining mail at the same postage rate.
WARNING! Do not lean on or disturb the system while it is pro-
cessing mail in this mode. It will affect the amount of postage
applied to the mail piece.
To run mail in this mode:
1. Press the Mode key.
2. Select Weigh First Piece.
3. Press the Class key and select the class. For more information, refer to
Selecting the Class, Carrier, Special Services or Options in this chapter.
4. Press the Seal key and select your sealing option. Set the seal lever.
5. Place the stack of mail on the feed deck.
6. Press the Start key.
7. If you are using the optional Power Stacker, we recommend you
remove your mail in manageable stacks and not allow the deck to fill
completely. The system will halt the stacker if it is filled to its maximum
capacity.
Mode Selection:
Differential
Weighing
This option is available on your system if it has an attached external scale.
This option allows you to place all of the mail on the scale at once, then
remove each piece, one at a time and run it through the system. The sys-
tem calculates the postage for each piece of mail you remove from the
scale and applies the postage to the piece as it goes through the mailing
system.
For larger pieces of mail (large envelopes or packages), you can use differ-
ential weighing to have the system automatically print a tape every time
you remove a piece of mail from the scale.
Before using differential weighing:
•
Make sure each piece of mail weighs at least as much as the amount
specified as the differential trip weight during the installation of your
mailing system. Refer to the Set Up the Scale/Select Rates: Diff Weigh
Trip Weight section in Chapter 5 in this guide.
•
Make sure the stack of mail is less than the capacity of the scale. If
"overweight" appears on the display, remove pieces of mail until the
message disappears.
To use differential weighing:
1. Remove all pieces of mail from the scale.
2. Set the scale to zero by pressing the Menu key, then selecting Zero
Scale.
3. Press the Mode key.
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DM925™ Digital Mailing System Operating Guide
4. Select Differential Weighing. The system prompts you to place the
mail on the scale.
CAUTION: Make sure you center the mail on the scale and
check to be sure it is not touching any other surface or object.
5. Place the mail on the scale.
•
If you have previously selected a class, the system displays the fol-
lowing prompt at the top of the screen: Print tapes automatically
On or Off.
-
If you select On, then when you remove each piece of mail, the
system automatically prints a tape.
-
If you select Off, you remove the first piece of mail and place it
on the feed deck. The system automatically feeds the mail.
•
If you have not previously selected a class, you are prompted to
select one now. For more information, refer to “Selecting the Class,
6. Begin removing mail from the scale. Please note the following:
•
•
Remove each piece of mail in a single continuous motion.
If you mistakenly remove more than one piece of mail, put all of the
pieces of mail back on the scale. If you only put one piece back on,
the system does not print the correct postage.
7. When you remove the last pieceof mail from the scale, the system asks
you if you want to print postage. This is in case the last piece you
remove from the scale is the container for the mail.
8. If you are using the optional Power Stacker, we recommend you
remove your mail in manageable stacks and not allow the deck to fill
completely. The system will halt the stacker if it is filled to its maximum
capacity.
Mode Selection:
Manual Weight
Entry
To perform manual weight entry:
1. Press the Mode key.
2. Select Manual Weight Entry.
3. Type in the number of pounds and press Enter.
4. If the weight of your mail is less than 1 lb, press the right arrow key to
go to the ounces field.
5. Type in the number of ounces and press Enter.
Press the Class key if required and select the class. For more informa-
tion, refer to “Selecting the Class, Carrier, Special Services or Options”
in this chapter.
NOTE: If the weight you enter is invalid for the class, you are prompted to
select another class.
6. If this is a package, press the Tape key, otherwise go to step 7.
7. Place the piece of mail on the feed deck.
8. Press the Start key.
9. If you are using the optional Power Stacker, we recommend you
remove your mail in manageable stacks and not allow the deck to fill
completely. The system will halt the stacker if it is filled to its maximum
capacity.
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4 • Running Mail
Mode Selection:
Attached Scale
If the attached scale is particularly sensitive, run this mode with the Auto-
scale feature set to Off. This will prevent the system from automatically
reverting to Attached Scale mode when W-O-W® mode is in use.
Use this option If the AutoScale feature is set to Off. See Set Up Scales/
Rates: AutoScale in Chapter 5 in this guide.
1. Press the Mode key.
2. Select Attached Scale. The “Attached Scale Mode” screen appears.
3. Place the piece of mail on the scale.
CAUTION: Make sure you center the mail on the scale and
check to be sure it is not touching any other surface or object.
4. If the class displayed in this screen is incorrect, press the Class key
and select the class. For more information, refer to “Selecting the
5. If this is a package, press the Tape key, otherwise go to step 6.
6. Place the piece of mail on the feed deck.
7. Press the Start key.
Mode Selection:
Attached Scale -
AutoTape
Use this option if you want the system to automatically weigh and print a
tape as soon as you place a piece of mail on the scale.
Before using this weighing option:
Make sure each piece of mail weights at least as much as the amount
specified as the differential trip weight during the installation of your mailing
system. For more information, refer to the Set Up the Scale/Select Rates:
Diff Weigh Trip Weight section in Chapter 5 in this guide.
1. Set the scale to zero by pressing the Menu key, then selecting Zero
Scale.
2. Press the Mode key.
3. Select Attached Scale - AutoTape.
4. The “Print Tape Automatically” screen appears.
5. Place each piece, one at a time on the scale.
CAUTION:
•
Make sure you center the mail on the scale and check to
be sure it is not touching any other surface or object.
Do not lean on or touch the scale since the system will
interpret this as a piece of mail and will deduct postage.
•
The system prints a tape every time you place another piece of mail on the
scale.
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DM925™ Digital Mailing System Operating Guide
Mode Selection:
Print Permit
This feature may be offered as an optional feature and is not available on
all Pitney Bowes solutions. Please contact your local account representa-
tive to determine if this option is accessible on your system.
Refer to Ordering Permits for Your Mailing System in Chapter 12 in this
guide for information on ordering permits.
A permit is a special postal mark used instead of the usual meter stamp
imprint. You can file for a permit with the USPS. These permits provide you
with special processing or discount rates.
Use permits when:
•
•
•
You are processing standard mail.
You want to apply prepaid postage to an enclosed reply envelope.
You have a special rate agreement with the post office.
To select a Print Permit:
1. From the IntelliLink® Control Center, press the Mode key.
2. Select Print Permit. The “Print Permit Selection” screen appears.
3. Select the permit you want and press Enter.
4. Place the mail on the feed deck.
5. Press the Start key.
6. If you are using the optional DJPS/DMPS Power Stacker, we recom-
mend you remove your mail in manageable stacks and not allow the
deck to fill completely. The system will halt the stacker if it is filled to its
maximum capacity.
Mode Selection:
Seal Menu
Seal Only Mode allows you to seal envelopes without applying postage. If
you are running INVIEW™ Accounting, and you select Seal Only Mode,
you will be prompted to select an account to track the pieces against.
When you view or print an accounting report, “Seal Only” will appear in the
Class column if the pieces were processed in Seal Only mode.
1. Press the Seal key.
2. Select Seal Only - No Printing.
3. Set the sealer lever.
4. Place the mail on the feed deck.
5. Press the Start key.
6. If you are using the optional Power Stacker, we recommend you
remove your mail in manageable stacks and not allow the deck to fill
completely. The system will halt the stacker if it is filled to its maximum
capacity.
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4 • Running Mail
Mode Selection:
Time and Date
Stamping
Time Date Stamping mode allows you to print the current time and date,
along with the word “Received” on incoming mail.
NOTE: If you are using INIVEW™ Accounting, Time and Date Stamping mode
has additional attributes. Refer to “Selecting an Account in Time Date Stamping
Mode” in Chapter 7 for more information.
The time and date will remain the same during a single transaction
(whether you process a single envelope or 100 envelopes.) The system will
update the date and time during the mail run.
NOTE: The mailing system may operate at a slightly slower speed dur-
ing this process.
1. Press the Mode key.
2. Select Time and Date Stamping.
3. Turn the piece of mail over, so the meter stamp is facing down. Then,
place the envelope on the feed deck with the flap facing up.
4. Press the Start key. The Time/Date stamp prints on the envelope. A
sample Time/Date stamp is shown below.
Date prints here (MMM DD YYYY)
Time prints here
5. Press the Start key. The Time/Date stamp prints on the envelope.
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DM925™ Digital Mailing System Operating Guide
Selecting or
Deselecting
an Account
If you use Accounting, you must select an account. If you are using Budget
Manager or Business Manager refer to the operator guide or help system
provided with those applications.
4
Selecting an
Account
You can select an account manually by scrolling through the entire list of
accounts on your system.
If you know part of the account name or the speed code, you can use the
account name search or the speed code search to locate the account you
want to use.
If you know only part of the account name or the speed code, you can use
the account name or speed code search to narrow down the list of
accounts to those that most closely match the search criteria you entered.
NOTES:
•
You can use the left arrow key to toggle between the account name and
speed code search methods on the Select Account screen.
•
When you select an account by name or by speed code, the search setting
remains in effect even after you leave the Select Account screen. The next
time you select an account, the last search method you used will be active.
Selecting an Account Manually
Follow the steps below to select an account:
1. Press the Account screen key. The Select Account screen appears
listing all of your accounts.
2. Select the Account you want to use to charge postage. Use the down
arrow key to scroll through the Account list, then press the screen key
that corresponds with the account name.
3. If the Account password is enabled, the Enter Account Password
screen appears. If the Account password is not enabled, go to step 4.
a. Type in the password.
b. Press Enter.
4. The system returns to the Main screen. The name of the account you
selected appears in the Account field.
Selecting an Account by Name
The account name search allows you to type in the account name, or part
of the account name, to narrow down your search. Follow the steps below
to select an account by name:
1. Press the Account screen key. The Select Account screen appears
listing all of your accounts.
2. If necessary, press the left arrow key to toggle the search by account
name method.
3. Type in the first few characters of the account name. The list on the
screen will show all the account names that start with the characters
you have entered.
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4 • Running Mail
4. Select the account you want to use:
•
Press Enter to select the account that most closely matches the
characters you searched on; or
•
If a list of account names appear on the screen, press the screen
key that corresponds with the account you want to use.
The system returns to the Main screen, and the name of the account
appears in the Account field.
5. If the account password is enabled, the Enter Account Password
screen appears. If the account password is not enabled, go to step 4.
a. Type in the password.
b. Press Enter.
Selecting an Account by Speed Code
The speed code search allows you to type in the speed code, or part of the
speed code, to narrow your search. Follow the steps below to select an
account by speed code:
1. Press the Account screen key. The Select Account screen appears
listing all of your accounts.
2. If necessary, press the left arrow key to toggle the search by account
name method.
3. Type in the speed code, or the first few numbers of the speed code.
The screen will show the account names that correspond with the
speed code you typed.
4. Select the account you want to use:
•
Press Enter to select the account that most closely matches the
characters you searched on; or
•
If a list of account names appear on the screen, press the screen
key that corresponds with the account you want to use.
The system returns to the Main screen, and the name of the account
appears in the Account field.
4. If the account password is enabled, the Enter Account Password
screen appears. If the account password is not enabled, go to step 4.
a. Type in the password.
b. Press Enter.
Deselecting an
Account
1. Press the Accounts key.
2. Select 0. None from the top of the list.
3. “Account: None” now appears in the main screen.
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DM925™ Digital Mailing System Operating Guide
Selecting
the Class,
Carrier,
Special
Services or
Options
Each carrier has its own set of classes and each class has its own set of
special services. When you select a class or carrier, only those options
available for that selection display in the main screen.
5
NOTE: When selecting a class/carrier:
•
•
•
If your system has been set up to retain the class on each piece of mail
weighed then the class that appears in the main screen will be the one you
selected last.
If you turn off and then turn on the power to your system, or if your system
has been set upto clear the class on each piece of mail weighed, it will clear
the class. In this case, you need to select a new class.
If you place a piece of mail on the scale, or enter a weight manually, the sys-
tem automatically prompts you to select a new class if the new weight
requires a different class.
1. Press the Class key. A list of available classes appears in the screen.
2. Select the class and press Enter.
3. If a ZIP Code or Zone is required, you are prompted to enter it. Press
4. If a country is required, you are prompted to select it. Press Enter to
accept. For more information, refer to Selecting a Country in this sec-
tion.
5. If special services are available with the class you select, they are dis-
played.
6. Even if you do not want any special services, press the Enter key to
confirm the class.
7. Press the Tape key to print a postage tape. To apply postage to a piece
of mail, place it on the feed deck and press the Start key.
8. If you are using the optional Power Stacker, we recommend you
remove your mail in manageable stacks and not allow the deck to fill
completely. The system will halt the stacker if it is filled to its maximum
capacity.
Selecting ZIP
Codes and Zones
If your postal rate or special service requires a ZIP Code or Zone, you are
prompted to enter it. The system prompts you for either the ZIP Code or
Zone (for details, see Setting Up the Scale/Rates: ZIP/Zone prompt section
in Chapter 5 of this guide).
1. When you select a class, you may be prompted to enter the ZIP Code
or Zone:
•
To access the Intra-BMC Package Services Parcel Post rates, enter
only the first 3 digits of the ZIP Code.
•
To access the Inter-BMC Package Services Parcel Post rates, enter
all 5 digits of the ZIP Code.
2. Press Enter.
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4 • Running Mail
Selecting a
Country
If your class requires you to select another country:
1. A list of countries appears in the display. You can scroll through the
countries:
•
•
Using the up/down arrows;
By typing in the first few letters of the country until you get a match;
or
•
By typing in the numeric code for that country.
2. Select the country you want.
Selecting a
Smart Class™
1. Press the Class key.
2. Press the right arrow key (ll Rates).
3. You are prompted to "Select Rate". Select the name of the custom car-
rier you created, for example, Carrier 1.
4. You are prompted to "Select Class". Select the name of the Smart
Class™ you created, for example, Smart Class 1.
5. The name of the Smart Class™ appears in the main display along with
the first weight break class:
Class: Smart Class 1
1st Class Auto Letter 5 Digit
6. For more information on creating a Smart Class™, refer to Setting up
the Optional Smart Class™ Feature in Chapter 5 in this guide.
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DM925™ Digital Mailing System Operating Guide
Selecting
the Meter
Stamp
The Meter Stamp Options selection allows
you to change the elements printed on your
piece of mail or tape.
6
Meter Stamp Options
Date
Ad/Message
Inscription
Print Position
Multiple Tapes
Custom Messaging
You access the Meter Stamp options by
pressing the Menu key on the IntelliLink®
Control Center and then selecting Meter
Stamp Options.
Options
The list of options that display depends on
the model number of your mailing system.
All of the possible options, shown in the
menu on the right, are described in this sec-
tion.
Meter Stamp
Options: Date
1. Press the Menu key.
2. Select Meter Stamp Options.
3. Select the Date option. Depending on your previous selections, a com-
bination of the following selections appears.
•
•
•
Don’t Print Date
Print only Month and Year
Advance Date (see NOTE)
4. Make your selection and follow the prompts on the main screen. Press
Enter when complete.
NOTE: If you select Advance Date and choose to store it in a preset, refer to
How to Store Advance Date in a Custom Preset in Chapter 5 in this guide.
Meter Stamp
Options:
You can have a variety of advertisements appear on your mail.
To add more advertisements, refer to Performing Updates or Adding Fea-
Advertisement
tures in Chapter 9 in this guide.
1. Press the Menu key.
2. Select Meter Stamp Options.
3. Select the Ad/Message option.
4. Use the down arrow key to scroll through the advertisements.
5. Press the screen key that is next to the advertisement you want. The
advertisement then appears next to the meter stamp.
The advertisements provided with your system are shown here.
Recycle
Address Service Requested
Return Service Requested
Seasons Greetings
Happy Thanksgiving
Please Open Immediately
Urgent
United States Flag
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4 • Running Mail
Meter Stamp
Options:
Inscription
You can have a variety of inscriptions appear on your piece of mail. For a
list of the inscriptions provided with your mailing system, refer to Chapter
11, Supplies and Options in this guide.
To add more inscriptions, refer to Performing Updates or Adding Features
in Chapter 9 in this guide.
1. Press the Menu key.
2. Select Meter Stamp Options.
3. Select the Inscription option.
4. Use the down arrow key to scroll through the inscriptions.
5. Press the screen key that is next to the inscription you want. The
inscription then appears next to the meter stamp.
The inscriptions provided with your system are shown here.
Presorted First Class
Presorted Standard
Non Profit Organization
Standard
Air Mail
Printed Matter
First Class
Priority Mail
Presorted
Par Avion
Meter Stamp
Options: Print
Position
This selection allows you to move the print position of the meter stamp
away from the right edge of the envelope.
1. Press the Menu key.
2. Select Meter Stamp Options.
3. Select the Print Position option.
4. Use the left and right arrow keys to switch between the possible posi-
tions (1 - 5 where 1 is the position closest to the right edge).
Meter Stamp
Options:
This provides an alternate method for printing multiple tapes.
1. Press the Menu key.
Multiple Tapes
2. Select Meter Stamp Options.
3. Select the Multiple Tapes option.
4. Enter the number of tapes you want to print.
5. Press Enter.
Meter Stamp
Options:
This selection allows you to add a custom message adjacent to the meter
stamp. For more information about custom messaging, refer to Chapter 5.
Custom
Messaging
1. Press the Menu key.
2. Select Meter Stamp Options, then select Text Entries.
3. Select the custom message you want to print on the envelope.
4. Press Enter when done.
5. Press the left arrow key to return to the Main screen.
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DM925™ Digital Mailing System Operating Guide
Using
Electronic
Confirmation
Services
The United States Post Office (USPS) provides three types of confirmation
services:
7
•
Delivery Confirmation - shows you when the postal carrier delivered
the mail.
•
•
Signature Confirmation - shows you who signed for the mail.
Certified Mail - provides you with proof that you mailed the item.
Each of these services has its own barcode labels. Using preprinted bar-
code labels provided by Pitney Bowes, you can electronically process and
submit records for the three types of USPS Confirmation Services to the
Pitney Bowes Data Center.
Overview
Postage Calculation for Confirmation Services
As soon as you weigh your piece of mail and select the class and service,
your mailing system automatically calculates the postage.
NOTE: When using these services, you cannot type in the postage manually.
You can however use manual weight entry.
Discounts for Confirmation Services
•
When you use any of these services with your mailing system and send
the barcodes electronically over the phone line, you get a discount on
the cost of the service.
•
In some cases, like addingElectronic Delivery Confirmation to a Priority
letter, you only pay the postage required for Priority mail.
NOTE: Your discounts are valid only if you use the barcode labels provided by
Pitney Bowes and send the records electronically.
Sending Your Records to Pitney Bowes
Your system stores up to 100 of your barcode records and automatically
connects to Pitney Bowes and uploads these records either at the sched-
uled time you specified during set up, or whenever you have processed the
maximum number of pieces of mail on the system.
NOTE: In order to automatically upload your records, your system must have a
full-time LAN or dedicated analog phone line connection.
Tracking Information on the Internet
•
After 24 hours you can track your mail on the internet using your Pitney
Bowes Postage By Phone® Meter Payment System account number
and the barcode number. Refer to the Contact Information List at the
front of this guide for more information.
•
You can also track your mail by going to thePostal Service’s web site at
www.usps.com.
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4 • Running Mail
Adding Services or Making Changes
•
•
•
If you already have postage on the mail and then decide you want to
add a service, follow the instructions here for Adding Confirmation Ser-
vices After Printing Postage.
If you need to add more postage to cover the confirmation services,
refer to the section, Add Postage and/or Change the Date in this chap-
ter.
If you realize you have put the wrong barcode on a piece of mail or
package, you can change it as long as you have not sent the records to
Pitney Bowes. Follow the instructions here for Editing, Deleting or
Sending Confirmation Services Records.
Using
USPS Confirmation Services are available when you are in the Attached
Scale mode, or Manual Weight Entry mode. Refer to “Selecting the Post-
Confirmation
Services Before
Printing Postage
The following procedure is based on using a Priority class and the E-Del
Con service. Your procedure may vary slightly depending on your class
and service.
1. Place the piece of mail or package on the scale.
2. Press the Class key.
3. Select the class, for example, Priority.
4. Select the service, for example, E-Del Con. As soon as you select the
service, a check mark appears in front of it.
5. Press the Enter key.
6. At this point, you are prompted to enter the 5-digit destination ZIP
Code. Use the numeric keyboard to enter the code.
7. Press the Enter key and the “Barcode” screen appears.
8. If this is the first time you are entering a confirmation service, the
screen is blank and you need to enter the entire barcode value. If you
have a barcode scanner, you can scan in the number.
a. If you have used the confirmation service before, the next barcode
value (in the series of barcode labels) appears, minus the last digit.
b. If you have used all of the labels in a series of barcode labels, make
sure you start with the top label with the lowest last 4-digits and not
the bottom label with the highest last 4-digits. If you have a barcode
scanner, you can scan in the number.
9. If you are using a barcode scanner and have set up your system to
automatically enter the barcode value (see Setting Auto-Enter in Chap-
ter 5 in this guide), go to step 10.
If you type in the barcode value, enter the last digit of the number from
the label you will use. Then press the Enter key to accept the barcode
value and the system returns to the main screen (“Attached Scale
Mode” appears).
NOTE: Make sure the barcode on the label matches the barcode value you
just entered in the system.
10. Press the Tape key to print a tape. To print postage on a piece of mail,
place it on the feeder and press the Start key.
11. You are prompted to apply the barcode label to the package. Apply the
barcode to the package.
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DM925™ Digital Mailing System Operating Guide
12. Press the Enter key. The “Enter another package?” screen appears.
Follow the screen prompts to process more pieces of mail for confirma-
tion services.
Adding
If you have already applied postage to a piece of mail and you now want to
add a confirmation service to it, follow the procedure here.
Confirmation
Services After
Printing Postage
This procedure is based on using a Priority class and the E-Del Con ser-
vice. Your procedure may vary slightly depending on your class and ser-
vice.
1. Place the piece of mail or package on the scale.
2. Press the Menu key.
3. Press the down arrow key and then select Confirmation Services.
4. Select Add Record. The “Select Class” screen appears.
5. Select the class, for examplePriority Mail. The “Select Service” screen
appears.
6. Select the service, for example, E-Del Con. Press the Enter key.
7. At this point, you are prompted to enter the 5-digit destination ZIP
Code. Use the numeric keyboard to enter the code.
8. Press the Enter key and the “Barcode” screen appears.
•
If this is the first time you are entering a confirmation service, the
screen is blank and you need to enter the entire barcode value. If
you have a barcode scanner, you can scan in the number.
If you have used the confirmation service before, the next barcode
value (in the series of barcode labels) appears, minus the last digit.
If you have used all of the labels in a series of barcode labels, make
sure you start with the top label with the lowest last 4-digits and not
the bottom label with the highest last 4-digits. If you have a barcode
scanner, you can scan in the number.
•
•
•
•
If you are using a barcode scanner and have set up your system to
automatically enter the barcode value (see Setting Auto-Enter in
Chapter 5 in this guide), go to step 9.
If you type in the barcode value, enter the last digit of the number
from the label you will use. Then press the Enter key. Once you
have entered or accepted the displayed barcode value, you get a
screen that summarizes the information you are sending.
NOTE: If you have selected a confirmation service that is not free, the
postage amount appearing in the summary will be greater than the
amount of postage you have already applied. If this is the case, you
must add more postage after you have applied the barcode. Refer to
the Add Postage section in this chapter.
9. Press the screen key for OK and the system stores the confirmation
information. You are prompted to apply the barcode label to the pack-
age.
10. Press the Enter key. The “Enter another package?” screen appears.
Follow the screen prompts to process more pieces of mail for confirma-
tion services.
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4 • Running Mail
Editing, Deleting
or Sending
Confirmation
Services
This procedure tells you how to edit, delete or send confirmation services
records once you have entered them into your system.
Your system can store up to 100 of your barcode records before sending
them to Pitney Bowes.
Records
1. Press the Menu key.
2. Press the down arrow key and then select Confirmation Services.
3. Select the appropriate option:
•
To edit an existing record, select Edit records. You can edit either
the ZIP Code or barcode entry. To modify the class or service, you
need to delete the record and add it as a new record.
To delete a record, select Mark record for deletion (you cannot
delete a record once you have sent it to Pitney Bowes).
To send all of the confirmation service records now, select Send
records.
•
•
4. As soon as the system sends all of your records, you can select to print
a receipt on a tape or an envelope, or you can skip printing a receipt
altogether.
Using Electronic
Return Receipt
(ERR)
ERR is the electronic version of the Return Receipt, and is acomplimentary
service to the E-Certified Mail service offered on the DM Series system.
When the user selects E-Certified, and E-Return Receipt, they will be able
to track their Certified Mail and Return Receipts over the Internet, including
both www.pb.com and www.usps.com.
NOTE: These electronic services for Certified Mail and Return Receipt are fully
approved by the USPS.
Processing Certified Mail electronically through the DM Series™ mailing
system enables you to track delivery over the Internet. When this E-Certi-
fied Mail is processed with E-Return Receipt, the mailer receives a signifi-
cant benefit by processing through the mailing system.
•
First, the E-Return Receipt is processed at a discount from the normal
“Green Card” for Return Receipt.
•
Secondly, the Green Card is substituted by an electronic PDF docu-
ment that includes the delivery information and recipient signature. This
eliminates the hard copy Green Cards that often get lost or misfiled.
And most importantly, the electronic information is stored for 7 years,
allowing electronic access to the records at no additional charge.
•
Installation/Setup
IMPORTANT: Perform the following steps in the order given.
1. Verify that services are enabled:
a. Press Existing Features.
b. Press Confirmation Services.
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DM925™ Digital Mailing System Operating Guide
c. Verify that the services are
Confirmation Services
enabled. The list of services
that appears may look like
the sample shown at the
Delivery Confirmation:
Signature Confirmation:
E-Certified:
Enabled
Enabled
Enabled
Enabled
Enabled
right.
2. If you have not already done so,
enter the Mailer ID/D-U-N-S®
number. This number must be
manually entered the first time on
the Mailer ID/ DUNS prompt
screen after ERR is enabled.
E-Return Receipt:
E-Ret Receipt w/Ref #:
NOTE: The Mailer ID/D-U-N-S® number is a uniquenine-digit identification
sequence that identifies businesses by geographical location. The intent is
to identify both the mailer and unique location of the mailer.
a. Press the Menu button.
b. Select Set Up, then Basic Settings.
c. Select My Mailer ID/DUNS Number.
d. Type in the Mailer ID/ DUNS number.
e. Press Enter when done.
f. Press the left arrow key to return to the Main screen.
3. Verify the barcode scanner is set up and functional. With the auto-enter
feature set to "ON" you can save some keystrokes as you step through
a Confirmation Services transaction.
4. Verify the printer is set up and functional.
Setup Options
1. Press the Menu button.
2. Select Confirmation Services.
3. Press the right arrow key to go to Set Up CFM Svcs. You are now in
the Confirmation Services Setup screen. Each option is explained
below.
•
Apply Label Prompt - If this option is on, the system automatically
prompts the operator to apply the barcode label to each Confirma-
tion Services mail piece.
•
Upload Records Prompt - When on, this option prompts the oper-
ator to upload records after each Confirmation Services piece of
mail is run.
•
•
•
Receipt Prompt - When on, this option prompts the operator to
print receipts after uploading records.
Postal Manifest Prompt - When on, this option prompts the opera-
tor to print the manifest report after uploading records.
DelCon Customer Reference - If this option is on, and Delivery
Confirmation is selected, the system will prompt the operator to
enter a customer reference number.
•
•
SigCon Customer Reference - If this option is on, and Signature
Confirmation is selected, the system will prompt the operator to
enter a customer reference number.
E-Certified Customer Ref - If this option is on, and E-Certified is
selected, the system will prompt the operator to enter a customer
reference number.
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4 • Running Mail
•
•
BPOD for SigCon - If this option is on, and Signature Confirmation
is selected, the system will include your Mailer ID/ D-U-N-S® Num-
ber for bulk signature retrieval.
Records Warning - This option allows the operator to enter the
number at which the system will warn that only a few more Confir-
mation Services mail pieces can be processed: 0 records remain-
ing.
Processing Electronic Return Receipt
1. Weigh the envelope/package. Place the mail piece on the attached
scale or process using the mailing machine in the W-O-W® mode.
2. Select class: Select the class of mail, for example, First Class or Prior-
ity Mail.
3. Select services:
a. Select E-Certified as the service for mail.
b. Select E-Ret Receipt.
c. Press Enter.
4. Enter the destination ZIP Code:
a. Scan or manually type the 5-digit destination ZIP Code.
b. Press Enter. (This step is not required if the system is set to auto-
enter.)
5. Enter the USPS tracking barcode number.
NOTES:
•
You will not be prompted to enter the Customer Reference Number if
you scanned a combined barcode when entering the destination ZIP
Code.
•
If you use labels supplied by Pitney Bowes, be sure to use the correct
label for the selected service, in this case E-Certified (dark green)
labels. If the control panel display shows the next number in the bar-
code sequence, enter the last digit to accept it as long as it matches the
number on your next label; or scan or manually type in the 22-digit bar-
code number from the label you’re using.
•
If the control panel does not show the next number in the barcode
sequence, it shows the next number in the barcode sequence MINUS
the check digit (last digit). You must enter the check digit.
6. Apply the barcode:
a. Apply the 22-digit barcode label to your mail piece if it is not already
pre-printed on the mail piece.
NOTE: 22-digit barcode labels for tracking E-Certified Mail must begin
with “9171” in order to be tracked correctly per USPS guidelines.
b. Press Enter. (This step is not required if the system is set to auto-
enter.)
7. Print postage:
•
•
Press Start to print the postage on the envelope, or
Press Tape to print a tape.
The control center returns to the Main screen.
8. For multiple mail pieces:
a. Press the ZIP key.
b. Type in the ZIP Code.
c. Press Enter.
d. Start processing the next mail piece.
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DM925™ Digital Mailing System Operating Guide
9. Repeat steps 1-8 as necessary.
10. Transfer Files:
a. Connect the control center to the Pitney Bowes Data Center.
b. Upload your records no later than the end of every day. To do this,
press Menu and select Confirmation Services.
11. The display automatically prompts you to print receipts or reports after
you upload records, provided this feature is enabled in the customer
setting menu (the default for this option is enabled).
Use the Reports key to select and print receipts and, optionally, a
report of all tracking information processed through the control panel.
Processing Electronic Return Receipt with a Customer Reference
Number
The Pitney Bowes solution for Electronic Return Receipt (ERR) may
include the option to use a Reference Number that can tie the USPS Track-
ing Number to an internal tracking number your organization assigns to a
client or matter. By using this Reference Number, you’ll be able to look up
tracking numbers on the Internet, and relate that piece of mail to a specific
client.
Pitney Bowes provides a Reference Label Application to support you with
processing mail using the Reference Number. This includes the ability to
print a barcode label (in the standard 3 of 9 format) that can be applied to
the mail piece for customer reference tracking for Electronic Return
Receipt. The label includes the 5-digit destination ZIP Code required by the
USPS, which eliminates the steps required to enter this information manu-
ally into the DM Series™ mailing system. The Reference Number can be
up to 14 alphanumeric characters in length.
This information can be easily scanned into the mailing machine during
mail processing, saving valuable time in entering the data manually. Also,
you can access delivery information from www.pb.com at “My Account.”
Using this site, you can search records using your unique customer refer-
ence number or the USPS tracking number from the Green Label.
1. Weigh the envelope/package. Place the mail piece on the attached
scale or process using the mailing machine in the W-O-W® mode.
2. Select the class of mail, for example, First Class or Priority Mail.
3. Select services:
a. Select E-Certified as the service for mail.
b. Select E-Ret Receipt.
c. Press Enter.
4. Enter the destination ZIP Code:
a. Scan or manually type the 5-digit destination ZIP Code.
b. Press Enter. (This step is not required if the system is set to auto-
enter.)
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4 • Running Mail
5. Enter the USPS tracking barcode number.
NOTES:
•
You will not be prompted to enter the Customer Reference Number if
your barcode includes the reference number.
•
If you use labels supplied by Pitney Bowes, be sure to use the correct
label for the selected service, in this case E-Certified (dark green)
labels. If the control panel display shows the next number in the bar-
code sequence, enter the last digit to accept it as long as it matches the
number on your next label; or scan or manually type in the 22-digit bar-
code number from the label you’re using.
•
If the control panel does not show the next number in the barcode
sequence, it shows the next number in the barcode sequence MINUS
the check digit (last digit). You must enter the check digit.
6. Apply the barcode:
a. Apply the 22-digit barcode label to your mail piece if it is not already
pre-printed on the mail piece.
NOTE: 22-digit barcode labels for tracking E-Certified Mail must begin
with “9171” in order to be tracked correctly per USPS guidelines.
b. Press Enter. (This step is not required if the system is set to auto-
enter.
7. Enter the customer reference number.
a. Scan or manually type your own unique reference number for this
mail piece. This can be a Client Number, Summons Number, Policy
or Claim Number, or Invoice Number. You will not be prompted for
this number if you scanned a combined barcode that includes the
customer reference number and destination ZIP Code.
b. Press Enter.
8. Print postage:
•
•
Press Start to print the postage on the envelope, or
Press Tape to print a tape.
The control center returns to the Main screen.
9. For multiple mail pieces:
a. Press the ZIP key.
b. Type in the ZIP Code.
c. Press Enter.
d. Start processing the next mail piece.
10. Repeat steps 1-9 as necessary.
11. Transfer Files:
a. Connect the control center to the Pitney Bowes Data Center.
b. Upload your records no later than the end of every day. To do this,
press Menu and select Confirmation Services.
12. The display automatically prompts you to print receipts or reports after
you upload records, provided this feature is enabled in the customer
setting menu (the default for this option is enabled).
Use the Reports key to select and print receipts and, optionally, a
report of all tracking information processed through the control panel.
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DM925™ Digital Mailing System Operating Guide
Customer
Reference
Number (ERR)
The Pitney Bowes solution for Electronic Return Receipt (ERR) may
include the option to use a Reference Number that can tie the USPS Track-
ing Number to an internal tracking number your organization assigns to a
client or matter. By using this Reference Number, you’ll be able to look up
tracking numbers on the Internet, and relate that piece of mail to a specific
client.
Pitney Bowes provides a Reference Label Application to support you with
processing mail using the Reference Number. This includes the ability to
print a barcode label (in the standard 3 of 9 format) that can be applied to
the mail piece for customer reference tracking for Electronic Return
Receipt. The label includes the 5-digit destination ZIP Code required by the
USPS, which eliminates the steps required to enter this information manu-
ally into the DM Series™ mailing system. The Reference Number can be
up to 14 alphanumeric characters in length.
This information can be easily scanned into the mailing machine during
mail processing, saving valuable time in entering the data manually. Also,
you can access delivery information from www.pb.com at “My Account.”
Using this site, you can search records using your unique customer refer-
ence number or the USPS tracking number from the Green Label.
Processing Electronic Return Receipt with a Customer Reference
Number
1. Weigh the envelope/package. Place the mail piece on the attached
scale or process using the mailing machine in the W-O-W® mode.
2. Select class: Select the class of mail, for example, First Class or Priority
Mail.
3. Select services:
a. Select E-Certified as the service for mail.
b. Select E-Ret Receipt.
c. Press Enter.
4. Enter the destination ZIP Code:
a. Scan or manually type the 5-digit destination ZIP Code.
b. Press Enter. (This step is not required if the system is set to auto-
enter.)
5. Enter the USPS tracking barcode number.
NOTES:
•
You will not be prompted to enter the Customer Reference Number if
you scanned a combined barcode when entering the destination ZIP
Code.
•
If you use labels supplied by Pitney Bowes, be sure to use the correct
label for the selected service, in this case E-Certified (dark green)
labels. If the control panel display shows the next number in the barcode
sequence, enter the last digit to accept it as long as it matches the num-
ber on your next label; or scan or manually type in the 22-digit barcode
number from the label you’re using.
•
If the control panel does not show the next number in the barcode
sequence, it shows the next number in the barcode sequence MINUS
the check digit (last digit). You must enter the check digit.
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4 • Running Mail
6. Apply the barcode:
a. Apply the 22-digit barcode label to your mail piece if it is not already
pre-printed on the mail piece.
NOTE: 22 -digit barcode labels for tracking E-Certified Mail must begin
with “9171” in order to be tracked correctly per USPS guidelines.
b. Press Enter. (This step is not required if the system is set to auto-
enter.)
7. Enter the customer reference number.
a. Scan or manually type your own unique reference number for this
mail piece. This can be a Client Number, Summons Number, Policy
or Claim Number, or Invoice Number.
You will not be prompted for this number if youscanned a combined
barcode that includes the customer reference number and destina-
tion ZIP Code.
b. Press Enter.
8. Print postage:
•
•
Press Start to print the postage on the envelope, or
Press Tape to print a tape.
The control center returns to the Main screen.
9. For multiple mail pieces:
a. Select ZIP.
b. Type in the ZIP Code.
c. Press Enter.
d. Start processing the next mail piece.
10. Repeat steps 1-9 as necessary.
11. Transfer Files:
a. Connect the control center to the Pitney Bowes Data Center using
your telephone line.
b. Upload your records no later than the end of every day. To do this,
press the Menu key and select Confirmation Services.
12. The display automatically prompts you to print receipts or reports after
you upload records, provided this feature is enabled in the customer
setting menu (the default for this option is enabled).
Use the Reports key to select and print receipts and, optionally, a
report of all tracking information processed through the control panel.
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DM925™ Digital Mailing System Operating Guide
Off-Line
ElectronicReturn
Receipt (ERR)
Off-line ERR allows you to process Certified Mail™ with Electronic Return
Receipt using applications other than Pitnew Bowes’ electronic Certified
Mail solution.
If you already have a Certified Mail solution, or acquire one outside of
Pitney Bowes, you can use the Off-line ERR feature to process your Certi-
fied Mail and Electronic Return Receipt without entering or scanning the
tracking number into the meter. The appropriate fees for Certified Mail and
ERR will be applied to the mailpiece automatically. You then refer to your
service provider’s application to track the mail and obtain the electronic
return receipt.
Follow the steps below to select the Off-line ERR feature:
1. On the main screen, select Class. The Select Class menu opens.
2. Select 1stCl Letter.
3. Select Letter.
4. Select Certified.
5. Select Offline eRR.
6. Press Enter. The system returns to the main screen.
Adding
If you do not have the correct postage or date on a piece of mail, you can
add more postage or change the date directly on a piece of mail. If you pre-
fer, you can print the corrections on at a tape instead and then apply it to
the piece of mail.
8
Postage or
Changing
the Date
Adding More Postage
1. If you are printing more postage on an envelope and if the envelope is
sealed, press the seal key and select Sealer Off. If you are printing on
a tape, go to step 3.
2. Turn the piece of mail around 180 degrees so that the meter stamp is in
the lower left corner as shown here. Then, place the envelope on the
feed deck with the flap facing down.
00 30
3 0 0 0
3. To add more postage, press the Mode key and select Key In Postage.
4. Enter the additional amount using the numeric keys and press Enter.
Press the Start key. If you are printing a tape, press the Tape key. The
additional postage prints on the envelope as shown below.
00 07
3 0 0 0
5. If you print a tape, apply the tape to the envelope below the existing
meter stamp.
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4 • Running Mail
Changing the Date
1. If you are printing the date correction on an envelope and if the enve-
lope is sealed, press the Seal key and select Sealer Off. If you are print-
ing on a tape, go to step 3.
2. Turn the piece of mail around 180 degrees so that the meter stamp is in
the lower left corner as shown here. Then, place the envelope on the
feed deck with the flap facing down.
00 37
3 7 0 0
3. Press the Mode key and select Key In Postage.
4. Enter the 00.00 for the postage value using the numeric keys and press
Enter.
5. Press the Menu key and then select Meter Stamp Options.
6. Select the Date option and make the appropriate selection.
7. Follow the prompts on the main screen. Press Enter when complete.
8. Press the Start key. If you are printing a tape, press the Tape key. The
date correction prints on the envelope as shown below.
00 00
JULY 03,2002
3 7 0 0
9. If you print a tape, apply the tape to the envelope below the existing
meter stamp.
Clearing the
Batch
Count
If you keep track of the number of pieces of mail you process for each job
or mail run, you may want to clear the batch count at the end of a run or just
before starting a new run. The batch count appears on the display in the
lower right corner.
9
To clear the batch count:
1. Press the Funds key.
2. The “View Funds” screen appears.
3. Press the right arrow key to clear the batch count.
4. If you have specified that a supervisor password must be entered to
clear the batch count, you are prompted to enter the password now.
5. Enter the password and press the Enter key.
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5 • Mailing System Setup
Navigating Hints................................................................................... 5-2
Defining Presets................................................................................. 5-20
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5 • Mailing System Setup
Navigating
Hints
•
•
The maximum number of options displayed is 5. To view more options,
press the down arrow key.
You can select a numbered option either by pressing the screen key
next to the option, or by pressing the corresponding number on the key-
board and then pressing the Enter key.
•
•
To go back one screen or more, clear an entry, or return to the “Ready”
screen, press the Clear key. Pressing the left arrow key returns you to
the main screen.
Other selection or navigation or help information appears at the bottom
of the screen. Also, check for messages next to the arrow keys on the
bottom right side of the screen.
Select Mode
1. Meter Stamp Options
2. Set Up
Screen
Options
3. Zero Scale
4. Rate Details
5. Maintenance
ArrowKeys
and Help
Information
Home
More Options
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DM925™ Digital Mailing System Operating Guide
Overview of
Mailing System
Set Up
Follow the other procedures listed here as needed.
For details on each procedure, refer to the section number listed here.
Set the Display Language.
1
Adjusting the Display Contrast.
2
Adjusting the Feed Deck Sensor
3
Setting the Date and Time of Day.
4
Selecting Autostart
5
Setting up a Supervisor Password.
6
Setting up a Lock Code.
7
Setting up the Scale and Selecting Rates.
8
Setting up Postage By Phone®.
9
Configuring High and Low Funds Warnings.
10
Configuring Low Ink Warnings.
11
Configuring System Timeouts.
12
Defining Presets.
13
Creating Custom Messages.
14
Taking the Meter Out of Service.
15
Setting up the Optional Printer.
16
Configuring the Optional Barcode Scanner.
17
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5 • Mailing System Setup
Setting the
Display
Language
Depending on the model of yourmailing system, you may be able to set the
display to any of the following languages:
1
•
•
English
Espanol
To change the language of the display:
1. Press the Menu key.
2. Select Set Up, or press 1 and the Enter key.
3. Select Change Language, or press 4 and the Enter key.
4. Select the language you want to appear in the display.
•
•
Press 1 for English.
Press 2 for Espanol.
5. Press the Enter key.
Adjusting
Display
Contrast
You can adjust the contrast of your display and set the volume (1D00 only)
of the speaker on your mailing system.
2
To adjust the contrast level of your display:
1. Press the Menu Key.
2. Press the down arrow key and then select Adjust Display Contrast, or
press ? and the Enter key
3. Use the left or right arrow keys on the control center to select the con-
trast (1 - 9) you want. The screen updates to the new setting.
4. Press the Enter key to save this setting.
Adjusting
the Feeder
Deck
The feeder deck sensitivity adjustments improve mail piece sensing capa-
bilities on DM925™ mailing systems, eliminating the need to press down
on the hopper mail stack to activate the feeder.
3
1. Press the Menu Key.
2. Press the down arrow key and then select Adjust Feeder Deck
Sensor
Sensor.
•
•
•
•
Press the right arrow key to view specific instructions about sensi-
tivity adjustments.
Select Increase by 1 to increase the sensitivity of the Hopper Sen-
sor.
Select Decrease by 1 to decrease the sensitivity of the Hopper
Sensor.
Select Return to Factory Default to set the Hopper Sensor to the
default setting.
3. Press the Enter when done.
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DM925™ Digital Mailing System Operating Guide
Setting the
Date and
If your mail is picked up at a certain time each day, you can set your system
to advance the date at the mail pickup time.
4
Time of Day
NOTE: The date on the meter stamp should correspond to the date when your
mail goes to the post office.
If you enter an invalid time or date, the system beeps and the screen dis-
plays the message: “Invalid Time”.
To adjust the time and enter date advance:
1. Press the Menu key.
2. Select Set Up.
3. Press the down arrow and select Time of Day.
4. Select the option you want to set:
•
Current Time - if you select this option, enter the actual time. Use
the right arrow key to toggle between AM and PM. You do not need
to enter the colon (:) between hours and minutes. Press Enter to
accept the time. To return to the main screen, press the left arrow
key.
•
Date will advance after - if you select this option, enter the time
when you want the date to advance. As soon as your system
reaches the time you set, it automatically advances the date 24
hours and prints that date on your postage.
EXAMPLE: If your mail goes to the Post Office at 3:00 PM each day,
then set the date advance to "3:00 PM". Any mail processed after 3:00
PM will have the date for the following day printed on it. This ensures
that the date printed on the mail piece corresponds with the date it is
brought to the Post Office.
Press Enter to accept the time. To return to the main screen, press
the left arrow key.
•
Daylight Saving - if you select this option, you will be able to turn
the Daylight Saving mode on or off. Select Turn off, or Turn on. To
exit the Daylight Saving mode, press the left arrow key.
NOTE: Turn Daylight Savings Time on in the Spring and off in the Fall.
Selecting
Autostart
You can select to have the feeding process begin automatically as soon as
you place mail on the feed deck. You will not have to press Start. To set the
system to autostart:
5
1. Press the Menu key.
2. Select Set Up and then Basic Settings.
3. Select AutoStart.
Select On or Off.
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5 • Mailing System Setup
Setting Up a
Supervisor
Password
You can limit access to the following operations by creating a supervisor
password.
6
•
•
Adding Postage (Refill)
Clearing Batch Information (the number of pieces of mail your system
processes)
•
•
Setting up Scale/Rates
Accounting Set Up
Whenever you perform any of these operations, the system prompts you
for the password.
Creating a
Supervisor
Password
1. Press the Menu key.
2. Select Set Up, then select Basic Settings.
3. Select Supervisor Set Up. Enter the current password if prompted.
4. Select Edit (or Add) Supervisor Password to create or change an
existing password. The system prompts you to enter the password and
then confirm it.
NOTE: Passwords are case-sensitive and must be at least 4 characters or
digits long.
Password
Protecting an
Operation
1. Press the Menu key.
2. Select Set Up, then select Basic Settings.
3. Press the down arrow and select Supervisor Set Up.
4. Select the option that corresponds to the operation you want to pass-
word protect. The options are:
a. Refill - select this to require a password for adding postage.
b. Clear Batch - select this to require a password before you can clear
the batch count information from the system. The batch count corre-
sponds to the number of pieces of mail processed by the system.
c. Scale/Rates Setup - select this to require a password before you
can modify any of the Scale/Rates features.
d. Text Entry Setup - select this to require a password before you can
create or modify a custom text message.
e. Accounting Setup - select this to password protect account editing
and setup.
Setting Up a
Lock Code
Use the Lock Code option to enter a four- digit password to prevent unau-
thorized use of your postage meter.
7
1. Press the Menu key.
2. Select Set Up, then select Basic Settings.
3. Select Lock Code and two options are displayed:
a. Lock Code - On/Off
b. Change Lock Code
If this is the first time you are setting up a lock code, “Off” appears next
to the Lock Code selection.
4. Select Lock Code and enter a four digit code. Press Enter and the sys-
tem prompts you to confirm it. As soon as you confirm the code, “On”
appears next to the Lock Code selection.
5. Press the Clear key or the left arrow to exit and set the lock code.
6. To activate the system lock, press the Lock button on the IntelliLink®
Control Center.
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DM925™ Digital Mailing System Operating Guide
Setting Up
the Scale
and
Selecting
Rates
If you have a scale on your mailing system,
you can use this section to set up how your
scale works with your system.
8
Scale/Rates Set Up
Attached Scale
Autoscale
For example, the Attached Scale option
allows you to set your scale to accommo-
date for environments subject to vibrations.
Carrier/Class Disp
Class if new Piece
Dest. if new Piece
Dest. if new Class
Autoclear Dest Value
BMC Intra ZIP
The Class if new Piece, Dest. if new
Piece andDest. if new Class options allow
you to specify if you want to clear or retain
the class or destination (ZIP Code or Zone)
whenever you put a new piece of mail on
the scale.
Confirm Svc
Smart Classes
The list of options that displays depends on
the model number of your mailing system.
All of the options are listed in the menu on
the right.
Auto Rate Large Env
1. To access the scale/rates options,
press the Menu key on the
IntelliLink® Control Center and select Set Up from the main screen.
Press the down arrow key and select Scale/Rates.
2. If you have set up a supervisor password for Scale/Rates, you are
prompted to enter the password.
Scale/Rates:
Attached Scale
This option appears only if you have an integrated scale or an attached
external scale connected to your mailing system.
Use this option to select how much time your system allows the scale to
settle (Normal or Adjust for Motion).
Select Adjust for motion if your mailing system is in an environment subject
to vibrations, such as near air-conditioning vents or closing doors. If you
select this, the scale will require more time to settle.
NOTE: If this is the first time you are using an attached scale, you may be
prompted to enter a location code. Refer to the documentation that arrived with
the scale, or contact the Pitney Bowes Help Desk. Refer to the Pitney Bowes
Contact Information List at the front of this guide for the phone number.
1. Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
2. Select Attached Scale. The “Vibration Setting” screen displays.
3. Press the screen key for the Attached Scale selection in this screen to
toggle between Normal and Adjust for Motion.
4. Press the Enter key to accept.
5.
NOTE: Select Return to Maximum If you want to reset to the default
settings for the W-O-W® weight limit.
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5 • Mailing System Setup
Scale/Rates:
Autoscale
You can set AutoScale to On or Off.
Select On to enable the AutoScale feature. When a mail piece is placed on
the scale it will automatically weigh and rate the mail piece.
Select Off to disable this feature. If you disable this feature and your sys-
tem has an attached scale, you need to select the Attached Scale mode
when running mail if you want your system to weigh the mail and calculate
postage. Refer to Selecting the Postage Mode and Running the Mail in
Chapter 4 of this guide.
1. Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
2. Select AutoScale to toggle between On and Off.
Scale/Rates:
Carrier/Class
Display
Use this option to control how the carrier and class are displayed on the
Main screen.
1. Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
2. Select Carrier/Class Disp.
•
Select Class Only if you only want the class to display on the Main
screen.
•
Select Concatenate Carrier and Class if you want the carrier and
class to display on the main screen. I
NOTE: If you select this option the carrier and class name will be
concatenated, or broken out onto multiple lines.
Scale/Rates:
Class if New
Piece
Use this option to set the system to prompt you to select a new class for
each piece of mail weighed or to keep the last class used.
1. Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
2. Select Class if new Piece.
•
•
To clear the class information select Prompt: Select New Class.
To retain the class information select Retain: Use Previous Class.
3. The system returns to the Scale/Rates Set Up menu.
Scale/Rates:
Destination if
New Piece
Use this option to set the system to prompt you to select a new destination
(ZIP, Zone code or country) for each piece of mail weighed, or to keep the
last destination used.
Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
1. Select Dest. if new Piece.
•
•
To clear the destination select Prompt: Enter New Destination.
To retain the destination select Retain: Use Class Destination.
2. The system returns to the Scale/Rates Set Up menu.
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Scale/Rates:
Destination if New
Class
Use this option to set the system to prompt you to select a new destination
(ZIP, Zone code or country) each time you change the class of mail, or to
keep the last destination used.
1. Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
2. Select Dest. if new Class.
•
•
To clear the destination select Prompt: Enter New Destination.
To retain the destination selectRetain: Use Previous Destination.
3. The system returns to the Scale/Rates Set Up menu.
Scale/Rates:
Autoclear
Destination
Value
Use this option to set the system to automatically clear the destination
value, so that the destination value is blank each time you are prompted to
enter a destination or to automatically retain the destination value.
1. Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
2. Select Autoclear Dest. Value.
•
•
To clear the destination select Yes: Clear Destination Value.
To retain the destination select No: Retain Last Destination.
The system returns to the Scale/Rates Set Up menu.
Scale/Rates:
BMC Intra ZIP
Use this option to edit a group of predefined zip code ranges, or create a
new group of ZIP Codes, within a Bulk Mailing Center (BMC).
1. Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
2. Select BMC Intra ZIP.
3. To create a new group, select Create new group and enter the new
beginning and ending ZIP Code. You only need to enter the first three
digits of the beginning and ending ZIP Code.
4. To edit an existing group press the corresponding screen key for that
group. You are prompted to enter a new beginning and ending ZIP
Code. You only need to enter the first three digits of the beginning and
ending ZIP Code.
Scale/Rates:
Confirm Svc
Refer to the Using Electronic Confirmation Services section in Chapter 4,
Running Mail for information about the Confirmation Services features.
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5 • Mailing System Setup
Scale/Rates:
Smart Classes
The Smart Class™ capability of the DM Series™ mailing system software
has been enhanced to provide fully automatic printing of postal inscriptions
or postal endorsements. With the Smart Class™ feature, you are able to
set the W-O-W® (Weigh-On-The-Way®) in an automatic mode to allow
changes in Class based on the weight of the mail-piece. (Example: Auto-
matically switch between Presort Classes depending on the weight of mail-
pieces.) Now, the system can also automatically switch between Postal
Inscriptions (i.e. PRESORT) or Postal Endorsement (i.e. MEDIA MAIL,
ADDRESS SERVICE REQUESTED) that you choose for each weight
break.
Two steps are required to use this feature. First, you must select an adver-
tisement and/or inscription while setting up the Smart Class™ template.
Second, you must turn “on” the printing capability of printing Auto Inscrip-
tions. See Setting Up a Smart Class™ with an Auto Inscription in this sec-
tion for more information.
Creating a Smart Class™ with an Auto Inscription
The following example shows how to set 3 different weight breaks. The
weight breaks will use the following three classes.
For weight break:
0.0 oz to 3.0 oz
3.0 oz to 13.0 oz
13.0 oz to 1.0 lb.
Use Class:
1st Class Automation Letter 5 Digit
1st Class Non-Automation Presort
Priority
1. Press the Menu key.
2. Select Set Up, then press the down arrow and select Scales/Rates.
3. Press the down arrow (depending on your system you may have to
press it twice) and select Smart Classes.
4. Select Create.
5. Select the appropriate Carrier, in this example, USPS Domestic.
a. You are prompted to enter the maximum weight for this weight
break:
Enter the max weight for this
weight break
0 lb.
0.0 oz
to
__lb.
__oz
b. To set the first weight break, use the numeric keys and enter 0 for
lb. Press the Enter key. Enter 3 for oz and press the Enter key.
c. Select the appropriate class, in this example, 1st Class Auto.
d. Select the appropriate subclass. In this example, selectLetter, then
select 5-Digit.
e. The Fees screen appears. Press Enter.
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f. The Select Auto Ad/Inscriptions screen appears:
•
•
•
To add an ad, select Ads/Messages. Scroll through the list and
select the appropriate option.
To add an inscription, select Inscriptions. Scroll through the list
and select the appropriate option.
Press Enter when done. The display shows the first weight
break for this Smart Class™:
Weight
0 lb.
Class/+Fees
0.0 oz
—
0 lb.
3.0 oz
1stAuto...r 5 Dig
6. To set the next weight break point, select Add Another Class.
a. You are prompted to enter the maximum weight for this weight
break:
Enter the max weight for this weight break
0 lb.
3.0 oz
to
__lb.
__oz
b. For the second weight break, enter 0 for lb. Press the Enter key.
c. Enter 13 for oz and press the Enter key. Select the appropriate
class, in this example, 1st Cls Presort.
d. The Fees screen appears. Press Enter.
e. The Select Auto Ad/Inscriptions screen appears:
•
•
•
To add an ad, select Ads/Messages. Scroll through the list and
select the appropriate option.
To add an inscription, select Inscriptions. Scroll through the list
and select the appropriate option.
Press Enter when done. The display shows the first weight
break for this Smart Class™.
Weight
Class/+Fees
0 lb.
0 lb.
0.0 oz
3.0 oz
—
—
0 lb.
0 lb.
3.0 oz
1stAuto...r 5 Dig
1st Cls Presort
13.0 oz
7. To set the next weight break point, select Add Another Class.
a. You are prompted to enter the maximum weight for this weight
break:
Enter the max weight for this weight break
0 lb.
13.0 oz to
__lb.
__oz
b. For the third weight break, enter 1 for lb. Press the Enter key.
c. Enter 0 for oz and press the Enter key.
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5 • Mailing System Setup
d. Select the appropriate class, in this example Priority Mail. The
Fees screen appears. Press Enter. The Select Auto Ad/Inscriptions
screen appears:
•
•
•
To add an ad, select Ads/Messages. Scroll through the list and
select the appropriate option.
To add an inscription, select Inscriptions. Scroll through the list
and select the appropriate option.
Press Enter when done. The display shows the first weight
break for this Smart Class™. Since we did not create a fourth
weight break it is listed as None.
Weight
Class/+Fees
1stAuto...r 5 Dig
1st Cls Presort
Priority Mail
0 lb.
0 lb.
0 lb.
0.0 oz
3.0 oz
13.0 oz
—
—
—
0 lb.
0 lb.
1 lb.
3.0 oz
13.0 oz
0.0 oz
0 lb.
0.0 oz
—
0 lb.
0.0 oz None
8. Press the Enter key again and "Select Custom Carrier" appears in the
display. You are presented with a list of available custom carriers for
grouping your Smart Classes.
9. Select one that is listed as "Available". You can have up to a maximum
of 4 custom carriers.
10. Next, you are prompted to enter a "Carrier Name". Enter a name (up to
15 letters and/or numbers) for your Smart Class grouping, for example,
Carrier 1. Press the Enter key.
11. You are now prompted to enter the "Smart Class™ Name". This will be
the class name for the Smart Class™ you have created. Enter the
name (up to 15 letters and/or numbers), for example, Smart Class 1,
and press the Enter key.
12. To exit, press the left arrow key. The main display appears. You can
now begin to use this Smart Class™.
To use a Smart Class™, refer to Selecting a Smart Class™ in Chapter 4 of
the operator guide for your mailing system.
Setting Up a Smart Class™ with an Auto Inscription
1. Press the Menu key.
2. Select Set Up and press the down arrow key.
3. Select Auto Ad/Inscription Setup to toggle printing:
•
"On" means the ad and/or inscription will print when a Smart
Class™ is used.
•
"Off" means the ad and/or inscription will not print when a Smart
Class™ is used.
4. Follow the prompts to save your changes.
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DM925™ Digital Mailing System Operating Guide
Modifying a Smart Class™ with an Auto Inscription
1. Press the Menu key.
2. Select Set Up, then press the down arrow and select Scales/Rates.
3. Press the down arrow (depending on your system you may have to
press it twice) and select Smart Classes.
4. Select View.
5. Select the Smart Class™ you wish to edit.
6. Select View Detail.
7. Select Modify Auto Ad/Inscription.
8. The Select Auto Ad/Inscriptions screen appears:
•
•
•
To add an ad, select Ads/Messages. Scroll through the menu
screens and select the appropriate option.
To add an inscription, select Inscriptions. Scroll through the menu
screens and select the appropriate option.
Press Enter when done.
Scales/Rates:
Auto Rate Large
Envelope
Use this option to automatically post large envelopes using the Flat cate-
gory when using Shape Based Rating.
1. Press the Menu key.
2. Select Set Up, then press the down arrow and select Scales/Rates.
3. Press the down arrow (depending on your system you may have to
press it twice) and select Auto Rate Large Env.
•
If you want to post large envelopes using the Flat category, select
Yes, Post as Flat.
•
If you do not want to post large envelopes using the Flat category,
select No, Display Error.
4. The system returns to the Scale/Rates Set Up menu.
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5 • Mailing System Setup
Setting Up
Postage By
Phone®
Meter
Payment
System
This section describes how to set up Post-
age By Phone® Meter Payment System on
your mailing system. It also includes
advanced phone setup instructions for
modifying individual phone connection
parameters (user ID and password and
server IP address).
9
Phone/Network Set Up
PBP Account #
Dialing Prefix
PB Phone #
My Phone #
Modem Type
LAN Firewall Settings
Network Settings
Remote PCRefill
To access the Postage By Phone® System
setup options, press the Menu key on the
IntelliLink® Control Center, select Set Up
from the main screen, and then select
Phone/Network Set Up.
All of the possible options are listed on the menu at the right.
Phone/Network
Set Up: PBP
Account #
Your Pitney Bowes representative uses this to set up your Postage By
Phone® Meter Payment System account when installing your mailing sys-
tem. Your account number is supplied by Pitney Bowes when you order
your system.
Do not change this unless you are directed to do so by Pitney Bowes.
Phone/Network
Set Up: Dialing
Prefix
If you need to dial a number in order to reach an outside line, use this
option to enter that prefix number.
1. Press the Menu key on the control center. Select Set Up from the main
screen, then select Phone/Network Set Up.
2. Select Dialing Prefix.
3. Use the numeric keypad to enter the number you need to dial to reach
an outside line, for example, 9.
To enter a symbol hold down the Symbol key and at the same time
press the key for the symbol (for example, the # or * keys).
4. Press the Enter key.
Phone/Network
Set Up: PB
Phone #
Use this option to enter the Pitney Bowes phone number that you use to
add postage to your postage meter.
1. Press the Menu key on the control center. Select Set Up from the main
screen, then select Phone/Network Set Up.
2. Select PB Phone #. This number is supplied by your Pitney Bowes rep-
resentative.
3. Use the numeric keypad to enter the phone number you need to dial to
connect to Pitney Bowes to add postage, or select Reset to Factory
Phone Number to change back to the number present when the sys-
tem was delivered.
4. Press the Enter key.
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DM925™ Digital Mailing System Operating Guide
Phone/Network
Set Up: My
Phone #
Use this option to enter your local phone number (the number to which your
mailing system is connected).
1. Press the Menu key on the control center. Select Set Up from the main
screen, then select Phone/Network Set Up.
2. Select My Phone #.
3. Use the numeric keypad to enter your local phone number. Be sure and
include the area code with your number. Also, use only digits and do
not include spaces or dashes.
4. Press the Enter key.
Phone/Network
Set Up: Modem
Type
Use this option to select the modem type: USB, Serial, or Internal.
1. Press the Menu key on the control center. Select Set Up from the main
screen, then select Phone/Network Set Up.
2. Select Modem Type and the "Select Modem Type" screen appears.
3. Select the appropriate modem type (USB, Serial, Internal or Use LAN).
The Phone/Network Set Up screen reappears.
4. In order for this change to take effect you must restart your system. Use
the On/Off switch located on the base of your machine to restart your
system (see Mailing System Exterior section in Chapter 2 of this guide
for the location of the On/Off switch).
Phone/Network
Set Up: Use LAN
Firewall Settings
This option allows you to modify individual LAN firewall settings.
1. Press the Menu key on the control center. Select Set Up from the main
screen, then select Phone/Network Set Up.
2. Select LAN Firewall Settings. The "LAN Firewall Settings" screen
appears and displays the following options:
•
•
•
Ping
Trust
Default Settings
3. Select Ping to toggle between Enable/Disable.
4. Select Trust. The “LANFirewall Trusted Host Settings” screen appears.
and displays the following options:
•
•
•
Trust ll A
Trust None
Trust Hosts Only
Select the appropriate option.
5. Select Default Settings to revert to the default LAN firewall settings for
the system.
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5 • Mailing System Setup
Phone/Network
Set Up: Network
Settings
This option allows you to modify individual phone connection parameters.
CAUTION: Changing these parameters may result in errors
when trying to contact Pitney Bowes. Contact your Pitney Bowes
representative or call the Help Desk if you are not sure. Refer to
the Pitney Bowes Contact Information List at the front of this
guide for the phone number.
1. Press the Menu key on the control center. Select Set Up from the main
screen, then select Phone/Network Set Up.
2. Select Network Settings. The "Network Set Up" screen appears and
displays the following options:
•
•
Distributor Parameters
Mailing System Network Settings
3. If you select Distributor Parameters, the system displays the following
connection parameters:
•
•
•
•
•
•
•
•
Global Account & User Id
Global Password
ANI/LCZ Server IP
ANI/LCZ Server Port #
Primary DNS Server
Secondary DNS Server
Distributor URL
Backup Data Center URL
4. If you select Mailing System Network Settings, the system displays
the following options.
•
•
•
•
•
Get IP Address
IP Address
Subnet Mask
Default Gateway
MAC Address (you cannot modify this)
5. Select the parameter you want to edit and make the changes.
6. Press Enter when complete.
Phone/Network
Set Up: Remote
PC Refill
This option is available only on systems that have the optional Remote
Refill feature installed.
Use this option to turn the Remote PC Refill feature on or off.
NOTE: Once you select this option, the system will restart.
1. Press the Menu key on the control center. Select Set Up from the main
screen, then select Phone/Network Set Up.
2. If necessary, press the down arrow key and select Remote PC Refill to
toggle this option on or off.
3. The mailing system must restart in order for the change to take effect.
The system will restart automatically; however, you can select OK,
restart now to expedite the process.
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DM925™ Digital Mailing System Operating Guide
Setting the Low Funds Warning Value
Use this option to set a value at which the mailing system warns you that
the funds remaining in the meter are getting low.
Configuring
High/Low
Funds
10
NOTE: This option does not appear if the Automated Meter Refill feature is
turned on.
Warning
1. Press the Menu key on the control center, select Set Up from the main
screen, and then select Basic Settings.
2. Select Low Funds Warning.
3. Enter the low value warning amount using the numeric keyboard.
4. Press the Enter key.
Setting the High
Value Warning
for Key In
Use this option to set a value at which the mailing system warns you that
you have entered a postage value that is more than the amount you are
setting here. This feature prevents you from accidentally printing a postage
amount that is more than you need.
Postage
1. Press the Menu key on the control center, select Set Up from the main
screen, and then select Basic Settings.
2. Select High Value Warning.
3. Enter the high value warning amount ($0 - $99.99) using the numeric
keypad.
4. Press the Enter key.
5. Confirm that the high value warning amount that appears in the dis-
played is correct. Press the key corresponding to the option you want.
Configuring
Low Ink
Use this option to specify how you want the system to notify you when you
are running low on ink.
11
1st Low Ink Warning
1. Press the Menu key on the control center, and select Set Up.
Warning
2. Select Basic Settings.
3. Press the down arrow key and select 1st Low Ink Warning.
4. Press the screen key corresponding to the option you want. You can
choose to have the system notify you when there is less than a 5-day
supply of ink, or you can choose to ignore the warning.
2nd Low Ink
Warming
Repeat the above for 1.5 day notification.
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5 • Mailing System Setup
Configuring
System
Timeouts
This section describes how to set various
system timeouts for your mailing system.
12
Timeouts
1. To access the system timeouts, press
the Menu key on the control center, and
select Set Up.
2. Select Basic Settings and then Time-
outs to get all of the timeout options.
The timeout options are listed on the right.
All of these options are described in the fol-
lowing sections.
Display Sleep
System Sleep
Normal Preset Timer
Feeding Timeout
Transaction Timeout
Standby Mode: Least Power Usage
In order to reach the lowestlevel of power consumption, the mailing system
can be manually switched "Off" while still plugged into the wall. Toggle the
"On/Off" switch to "Off" when not using the mailing system for an extended
period of time. When switched back "On" expect some delay for a normal
reboot to assure that the entire system is ready to go.
Timeouts:
Display Sleep
This option allows you to specify how long the system can remain inactive
before the display turns off. You can set the timeout for 1 - 30 minutes, in 1
minute increments. The default timeout is 5 minutes.
The display turns on again when you press any key on the control center or
if you place mail in the feeder or on the scale (either integrated or attached
external scale).
1. Press the Menu key and select Set Up.
2. Select Basic Settings and then Timeouts.
3. Select Display Sleep.
4. Enter the number of minutes (1-30) using the numeric keyboard.
5. Press the Enter key.
Timeouts: Sleep
The "sleep" mode will save money, and help protect the environment. Use
this option to specify how long the system remains inactive before it goes
into "sleep".
You can set this timeout for 40 - 240 minutes, in 1 minute increments. The
default timeout is 10 minutes.
The system goes into display sleep before it goes into system sleep. The
system wakes up again when you press any key on the control center or if
you place mail in the feeder or on the scale (either integrated or attached
external scale).
1. Press the Menu key and select Set Up.
2. Select Basic Settings and then Timeouts.
3. Select System Sleep.
4. Enter the number of minutes (40 - 240 minutes) using the numeric key-
pad.
5. Press the Enter key.
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DM925™ Digital Mailing System Operating Guide
Timeouts:
Normal Preset
Timer
The normal preset timer option allows you to specify how much time you
want to allow the system to remain idle before it returns to the Normal Pre-
set settings (refer to Define Preset section in this chapter for more informa-
tion on Normal Presets).
You can set this timeout for 0 - 1440 minutes, in 1 minute increments. The
default timeout is 30 minutes.
1. Press the Menu key and select Set Up.
2. Select Basic Settings and then Timeouts.
3. Select Normal Preset Timer.
4. To set the timer, enter the number of minutes (0-1440) using the
numeric keyboard.
5. If you want the system to stay at the last settings used, select Never
reset to Normal Preset.
6. Press the Enter key.
Timeouts:
Feeding Timeout
Use this option to specify how much time to allow before the feeder stops
after the last envelope is processed.
You can set this timeout for 5 - 90 seconds, in 1 second increments. The
default timeout is 5 seconds.
This reduces the wear on your machine and acts as a safety measure if
you leave the machine unattended.
1. Press the Menu key and select Set Up.
2. Select Basic Settings and then Timeouts.
3. Select Feeding Timeout.
4. Enter the number of seconds (0 - 90) using the numeric keyboard, or
press the screen key corresponding to Turn Rollers off Immediately,
or Run Until Stop key is Pressed.
5. If you entered the number of seconds, press the Enter key.
Timeouts:
Transaction
Timeout
This option is available only if your mailing machine is connected to the
AccuTrac™ Mail Accounting system.
Use this option if you routinely batch your mail runs. This option allows you
to specify how much time to allow the system to remain idle before it ends
the current accounting transaction. You can set this timeout for 10 - 65520,
in 1 second increments. The default timeout is 14,400 seconds.
1. Press the Menu key and select Set Up.
2. Select Basic Settings and then Timeouts.
3. Select Transaction Timer.
4. Enter the number of seconds (10 - 65520) using the numeric keyboard.
5. Press the Enter key.
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5 • Mailing System Setup
Defining
Presets
You can define up to 50 sets (0-49) of preset mailing system values, with
each set having different values for such items as the account name, post-
age value, class, carrier, a special service, a mode such as Attached
Scale or Differential weighing, and the like. You can use these presets for
different mailing jobs.
13
The 0 preset is the normal preset and the one you use to store your most
commonly used system values. These are the values your system will use
whenever you restart your machine. After a certain period of inactivity, or
when you power up, the system restores the normal preset settings.
After you define all of your presets, you can invoke the normal preset val-
ues simply by pressing the Normal Preset key. To select any of the other
presets, press the Custom Preset key and select the preset you want for
the particular mailing operation.
Defining Normal
Preset Values
Follow the steps below to define the Normal Preset values.
NOTE: First Class, 1 oz as the default factory setting for the Normal Preset.
1. Enter the values you use most often to run a mail job, for example, the
weighing mode, the postage value, class and carrier etc.
NOTE: Proceed as if you were actually running a job. Select the mode and
class and service etc. By doing this, you are entering the values that you will
use for the normal preset. Refer to Chapter 4, Running Mail in this guide for
more information on selecting mode and class.
2. Press the Custom Presets key. A list of presets, starting with “0 Nor-
mal” appears. Do not press any of the screen keys corresponding to
these presets.
3. Press the right arrow key.
4. Press the screen key for Store Current Setting to Preset.
5. Select the normal preset by pressing the key for 0. Normal.
6. If you have selected Key in Postage mode, the system will prompt you
to choose a class for the preset. Choosing a class will ensure your pre-
set values are automatically updated when postage rates change.
•
Press the Select Class screen key, then follow the prompts to
select a weighing and class options. The system will return to the
Main screen. Return to step 2 to set the Normal Preset.
OR
•
Press the down arrow key to continue setting the preset without
selecting a class.
7. The "View Preset" screen appears and displays all of the values you
defined in this session. Press the Enter key to return to the main
screen.
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DM925™ Digital Mailing System Operating Guide
Defining Custom
Preset Values
Defining Custom Preset Values
When creating a custom preset, the mailing system will prompt you to
select a class of mail if you are using Key In Postage Mode. Selecting a
class will ensure your preset values are updated automatically when post-
age rates change.
NOTE: You can elect to save the custom preset without a selecting a class, but
your preset values will not update automatically when postage rates change.
1. Enter the values for the mail job (for example, the weighing mode, the
postage value, class and carrier etc.) that correspond to the values you
want to be able to call up inthe future by selecting a custom preset key.
For example, you may want to define a set of conditions so that the
envelopes are sealed only (no postage applied).
NOTE: Proceed as if you were actually running a job. Select the mode and
class and service etc. By doing this, you are entering the values that you will
use for the normal preset. Refer to Chapter 4, Running Mail in this guide for
more information on selecting mode and class.
2. Press the Custom Presets key.
3. Press the right arrow key.
4. Select Store Current Setting to Preset.
5. A list of presets, starting with “0 Normal” appears. Select one of the pre-
sets that has not been defined yet. These presets are named “Avail-
Values in this section.
6. If you have selected Key in Postage mode, the system will prompt you
to choose a class for the preset. Choosing a class will ensure your pre-
set values are automatically updated when postage rates change.
•
Press the Select Class screen key, then follow the prompts to
select a weighing and class options. The system will return to the
Main screen. Return to step to set the Custom Preset.
OR
•
Press the down arrow key to continue setting the custom preset
without selecting a class.
7. The system prompts you to “Enter New Preset Name”. Type in the
name using the alphanumeric keys.
8. Press the Enter key. The "View Preset" screen appears and displays all
of the values you defined in this session.
9. To use these values in the future, simply press the Custom Presets
Key and select the screen key corresponding to this preset name.
10. Press the Enter key to return to the main screen.
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5 • Mailing System Setup
Store Advance
Date in a Custom
Preset
This feature may be offered as a standard or optional feature and is not
available on all Pitney Bowes solutions. Please contact your local account
representative to determine if this option is accessible on your system.
In order to store an Advance Date setting in a custom preset, you need to
first turn on this feature. For information on setting an advance date, refer
to Meter Stamp Options: Date section in Chapter 4 in this guide.
To enable this feature:
1. Press the Custom Presets key.
2. Press the right arrow key and the "Set Up Preset" screen opens.
3. Select Date Advance. The following message appears: "If set on, pre-
sets stored when the date is not advanced will return the system to
today's date."
•
•
Select On to turn on this feature and store the date advance.
Select Off if you want to turn off the feature.
4. Refer to the examples on the next page for more information on how
storing the Advance Date in custom presets works.
NOTE: If you create a custom preset with the Advance Date feature turned
off and you recall this preset, the current date setting is not affected.
Example 1 - If today is Wednesday and you set the advance date for 2
days* and store this advance in a custom preset, then:
•
if you recall the preset on the same day (Wednesday) it will print Fri-
day's date on your postage.
•
if you recall the preset on the next day (Thursday) it will print Saturday's
date on your postage.
* To set advance date, press the Menu button, select Meter Stamp Options,
then select Advance Date.
Example 2 - If you have previously set up your system so that it automati-
cally advances the date at 3 PM*, andyou created a custom preset with the
Advance Date set to zero (that is, you did not advance the date), then:
•
if you recall the preset before 3 PM it will print today's date on your
postage.
•
if you recall the preset after 3 PM it will print tomorrow's date on your
postage.
* To automatically advance the date (by 24 hours), press Menu button, select
Set Up, press the down arrow key, then select Date will advance after.
Example 3 - If you have previously set up your system so that it automati-
cally advances the date at 3 PM, and you create a custom preset that
advances the date by 2 days, then:
•
if you recall the preset before 3 PM, the system will set the date two
days ahead.
•
if you recall the preset after 3 PM, the system will still set the date two
days ahead.
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DM925™ Digital Mailing System Operating Guide
Editing Custom
Preset Values
To edit an existing custom preset, you define its new values and then over-
write the old values.
1. Enter the new values for the mail job that correspond to the custom pre-
set you want to change or edit.
2. Press the Custom Presets key.
3. Press the right arrow key (Set up Presets appears next to the right
arrow key).
4. Press the screen key for Store Current Setting to Preset.
5. The system prompts you to “Select Preset to Replace”. Press the
screen key next to the name of the preset you want to edit.
6. Press the Enter key to view the preset values. Press Enter again to
return to the main screen.
Viewing,
Renaming, or
Deleting Presets
1. Press the Custom Presets key.
2. A list of presets, starting with 0 Normal appears. Select the appropriate
preset. 0 - 4 presets are displayed on the screen. To view the other pre-
set names, press the down arrow key.
3. Press the right arrow key (Set up Presets appears next to the right
arrow key).
4. The following options appear:
•
•
•
Store Current Setting to Preset
View Preset
Rename Preset
•
Delete Preset
Select the screen key corresponding to the option you want. Follow the
screen prompts.
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5 • Mailing System Setup
Creating
Custom
Messages
Custom Messaging enables you to enter text at the Control Center which
can print directly on envelopes as they pass through the mailing system.
Custom messages can be saved in the memory of the system, and recalled
whenever appropriate to print. In the Control Center, this feature is shown
as “Text Entries.”
14
IMPORTANT: You should be familiar with the USPS regulations and standards
relating to custom message printing and envelope usage for guidance concern-
ing appropriate content, format, and other usage considerations
Sample:
ACME Corporation
Finance Department
Bldg 3, Floor 4
201 Aberdeen Parkway
Charlotte NC 28255
Specifications
•
•
•
•
•
•
•
•
Print up to five lines of information.
Print a maximum of 20 characters per line (including spaces).
Fixed font (Lucida Console, 10 Point).
UPPER CASE and lower case available.
Special characters available (as outlined on the keypad).
Save up to five custom messages in memory.
Custom messages can be saved in the Normal or Custom Presets.
Uses full QWERTY keypad standard on all DM Series™ mailing sys-
tems.
•
•
Custom messages always print to the left of the postage, and left of any
advertisements and inscriptions.
Operating speed is reduced slightly to accommodate printing operation.
The Custom Messaging capability of your DM Series™ mailing system has
several applications. Use it for all outgoing mail that does not have a pre-
printed custom message such as Business Reply Mail. Even if you use a
pre-printed custom message on outgoing mail, this capability can be used
to define a department or section of your organization for “return mail.” By
implementing this as a process, undeliverable mail can bypass the Mail
Center, and be returned directly to the department that generated the mail-
ing.
IMPORTANT: Custom Messaging requires an envelope at least 6 3/4" long to
print effectively. See Envelope Guidance in this section regarding testing of
your envelopes before running.
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DM925™ Digital Mailing System Operating Guide
Postal Rules and Guidance
IMPORTANT: Any custom message printed by the DM Series™ system must
follow USPS guidelines as published in the Domestic Mail Manual (DMM).
Creating a Custom Message for the First Time
1. Press the Menu key.
2. Select Set Up, then select Text Entry Set Up.
3. Select Create.
4. Select a line of text to enter. Type in the text and press Enter.
5. Repeat step 4 until all lines of text have been entered. You can enter up
to five lines of text.
6. Press Enter when done. The Enter Text Entry Name screen appears.
7. Type in a name for the custom message and press Enter.
8. Press the left arrow key to return to the Main screen.
Adding Additional Custom Messages
The system can hold up to five custom messages at a time. To add addi-
tional custom messages to the system:
1. Press the Menu key.
2. Select Meter Stamp Options, then select Text Entries.
3. Follow steps 3 through 8 in Creating a Custom Message, above, to add
and save the address information.
TIP: Print a sample piece of mail to see ensure the custom message prints as
desired on the envelope.
Selecting/Deselecting a Custom Message
1. Press the Menu key.
2. Select Meter Stamp Options, then select Text Entries.
3. Select the custom message you want to print on the envelope.
If you do not wish to print a custom message at this time, select Don't
Print Text Entry.
4. Press Enter when done.
5. Press the left arrow key to return to the Main screen.
Viewing a Custom Message
1. Press the Menu key.
2. Select Meter Stamp Options, then select Text Entries.
3. Press the right arrow key, then select View.
4. Select the appropriate custom message. The custom message appears
on the screen.
5. Press Enter when done.
6. Press the left arrow key to return to the Main screen.
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5 • Mailing System Setup
Editing a Custom Message
1. Press the Menu key.
2. Select Meter Stamp Options, then select Text Entries.
3. Press the right arrow key, the select Edit.
4. Select the appropriate custom message.
5. Select a line of text to edit.
a. Press Clear to clear the existing entry, or press the left arrow key.
b. Make any necessary changes to the text.
c. Press Enter when done.
6. Repeat step 5 until you have edited the appropriate lines of text.
7. Press Enter. The Edit Text Entry Name screen appears.
8. If necessary, edit the name of the custom message. Press Enter when
done.
9. Press the left arrow key to return to the Main screen.
Deleting a Custom Message
1. Press the Menu key.
2. Select Meter Stamp Option, then select Text Entries.
3. Press the right arrow key, then select Delete.
4. Select a custom message to delete.
5. Select Yes. The custom message is deleted from the list.
6. Press the left arrow key to return to the Main screen.
Envelope Guidance
NOTE: Always run a test print (at $0.00 postage) before using Custom Messag-
ing to ensure proper placement on an envelope. Custom Messaging prints a
custom message or other information directly to the left of your postage meter
imprint and any Postal Endorsements or Inscriptions on the envelope. This mes-
sage does not print on the left margin of the envelope, nor does your mailing
system allow for placement of the custom message on your envelope. There-
fore, before printing a mailrun using this feature, you should always process a
Test Print with ZERO POSTAGE to ensure that the full message is properly
positioned on the envelope.
Drop Shipment Endorsement
NOTE: In most cases, the Drop Shipment Authorization is printed using an
Endorsement purchased from the Pitney Bowes Online Store. The Custom Mes-
saging feature of the DM Series™ may satisfy USPS requirements for Drop
Shipment endorsements on your mailings. However, the application and
endorsement format must be authorized locally by the USPS. Under current
Postal guidelines, the local business mail entry management of the USPS must
approve the application or endorsement format for mail deposited as “Drop
Shipment Authorization.” Contact the USPS directly for further guidance.
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DM925™ Digital Mailing System Operating Guide
Taking the
Meter Out of
Service
Call your Pitney Bowes representative if you need to return the postage
meter (contained in the IntelliLink® Control Center) to Pitney Bowes. When
instructed, follow the procedure here.
15
1. Press the Menu key and select Set Up.
2. Select Take Meter Out of Service.
3. Select Transfer Funds from Meter. This transfers the funds from your
meter back to your account.
4. The system transfers the funds and displays the amount transferred. To
print this amount on an envelope, place an envelope on the feed deck
and press the Start key. To print on a tape, simply press the Tape key.
Adding an
Optional
Printer
You can connect a Pitney Bowes USB printer to your mailing system. To
add this optional external printer, all you need to do is plug the USB con-
nector from the printer into one of the two USB connectors on the mailing
system. Your mailing system recognizes the printer as soon as you plug it
into the base.
16
The dual USB ports are located on the base as shown here.
USB Ports
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5 • Mailing System Setup
Configuring
the Optional
Barcode
If you have a barcode scanner attached to your mailing system, you can
configure it to scan:
17
•
•
•
•
•
•
account names,
account codes (Business Manager only),
speed codes (INVIEW™, Budget Manager only),
Custom and Normal Presets,
Job IDs, or
Scanner
ZIP Codes
if you are in the INVIEW™, Budget Manager or Business Manager
accounting systems.
NOTE: You can use a barcode scanner to scan in barcodes for USPS Special
Services regardless of the accounting system you are using. USPS Special Ser-
vices do not require any set up operations here.
Refer to the appropriate topic in this section:
•
If you are using an accounting system on your mailing system you can
set the default scan type so that your system recognizes your particular
accounting application when it scans the barcode. Refer to Setting the
Default Scan Type.
•
If you are attempting to scan barcodes that were defined for other
accounting systems and those accounts contain a prefix, you can set
up your system to recognize that prefix when it scans in the barcode.
Refer to Adding Barcode Prefixes.
•
•
If you need to combine multiple barcode scans into a single barcode,
refer to Combining Barcodes.
If you want your system to require an operator to press the Enter key to
accept each barcode value after it is scanned and displayed on the
IntelliLink® Control Center screen, refer to Setting Auto-Enter.
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DM925™ Digital Mailing System Operating Guide
Setting the
Default Scan
Type
If you are using an accounting system on your mailing system you can set
up the scanner so that it knows what field is scanning without using a prefix
code. Your selection of Account Name or Account Code depends on your
accounting system. You can then scan the account code or name directly
from the Main screen on IntelliLink® Control Center display.
To set the default value:
1. Press the Menu key on the control center, then select Set Up.
2. Press the down arrow key and then select Barcode Scanner.
3. At the "Barcode Scanner Setup" menu, select Default Scan Type.
4. Select the appropriate option according to the table here:
If your accounting
system is:
And the barcode
contains:
Select this default
scan type:
Account Name
Account Code
Preset
Account Name
Account Code
Preset
Business Manager
Job ID 1
Job ID 1
Job ID 2
Job ID 2
Account Name
Account Code
Preset
Account Name
Account Code
Preset
INVIEW™ or Budget
Manager
Job ID 1
Job ID 1
Job ID 2
Job ID 2
5. If you do not want any default account system, or preset, or if you will
be scanning multiple fields select None.
6. As soon as you make your selection, the "Barcode Scanner Setup"
menu reappears. You can make other selections or press the left arrow
key to return to the "Set Up" menu.
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5 • Mailing System Setup
Adding Barcode
Prefixes
If you are going to scan multiple fields, you will need to create barcodes
that contain a 1 or 2 digit prefix. This prefix identifies the field you are scan-
ning. You may use this if you are transferring accounts from a different
accounting system like the Paragon®, or from a set of pre-printed barcode
labels that have a prefix as part of the barcode. You can then scan these
barcodes when the Main screen displays IntelliLink® Control Center.
To set the prefix value:
1. Press the Menu key on the control center, then select Set Up.
2. Press the down arrow key and then select Barcode Scanner.
3. At the "Barcode Scanner Setup" menu, select Barcode Prefixes.
4. Select the Prefix Size and then select 1 or 2 whichever is appropriate.
5. Select the appropriate barcode prefix option according to the table
here:
If your accounting
system is:
And the barcode
contains:
Select this barcode
prefix option:
a prefix and Account
Name
Account Name Prefix
Account Code Prefix
a prefix and Account
Code
Business Manager
a prefix and Job ID 1
a prefix and Job ID 2
Job ID 1 Prefix
Job ID 2 Prefix
a prefix and Account
Name
Account Name Prefix
Speed Code Prefix
a prefix and Speed
Code
INVIEW™ or Budget
Manager
a prefix and Job ID 1
a prefix and Job ID 2
Job ID 1 Prefix
Job ID 2 Prefix
6. When you select the barcode prefix, the default value for that option
appears on the screen. To enter a new value, press the Clear key to
remove the default, then type in the prefix character(s).
NOTE: Barcode prefixes are case-sensitive.
7. Press the Enter key.
8. As soon as you make your selection, the "Barcode Scanner Setup"
menu reappears. You can make other selections or press the left arrow
key to return to the Set Up menu.
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DM925™ Digital Mailing System Operating Guide
Combining
Barcodes
If you need to combine multiple barcode scans into a single barcode, use
this setup option. For example, the typical barcode scanner can only
accept a maximum of 30 characters. If you want to scan an account name
that contains more than 30 characters, say 50 characters, you add a "join
character" at the end of the first 30 characters. These first 30 characters
with the join character at the end, would be on the first line and the second
20 characters would be on the second line. When you scan these two bar-
code lines, the system will combine them into a single barcode account
value.
To select the character to join multiple barcode scans:
1. Press the Menu key on the control center, then select Set Up.
2. Press the down arrow key and then select Barcode Scanner.
3. At the "Barcode Scanner Setup" menu, select Concatenate Scans.
4. A list of possible "join character" options is displayed. Select the char-
acter you use to combine the barcode values.
5. As soon as you make your selection, the "Barcode Scanner Setup"
menu reappears. You can make other selections or press the left arrow
key to return to the Set Up menu.
The following is an example using a + symbol as a join character.
When you scan in these three barcodes, the system will combine them into
a single barcode value.
NOTE: When creating your own barcodes, create them in uppercase. If you
create them in lowercase, the length of the barcode will be twice that of the
same barcode created using uppercase text.
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5 • Mailing System Setup
Setting
Auto-Enter
You can set up your system so that after it scans in a barcode value and
displays it on the IntelliLink® Control Center screen, it requires you to press
the Enter key to accept that value. You can do this if you want to be sure
that an operator verifies that the correct barcode has been scanned. By
default, the system will automatically enter the value as soon as it scans in
the barcode.
To require you to press Enter to accept each scan:
1. Press the Menu key on the control center, then select Set Up.
2. Press the down arrow key and then select Barcode Scanner.
3. At the "Barcode Scanner Setup" menu, select Auto-enter.
4. Select Off to disable the Auto-enter. This will now require you to manu-
ally press the Enter key after each scan.
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6 • Adding Postage
Your Postage Meter ............................................................................. 6-2
Checking Your Postage By Phone® Meter Payment System Account
Balance ................................................................................................ 6-6
Adding Postage.................................................................................... 6-7
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6 • Adding Postage
Postage By
Phone® Meter
Payment
Postage By Phone® Meter Payment System is a PitneyBowes service that
you use to add postage to your meter. You can access the Postage By
Phone® System 24 hours a day, 7 days a week through your IntelliLink®
Control Center. For more information, refer to the Postage By Phone® Sys-
tem materials furnished with your system.
System
If you need assistance with Postage By Phone® System: If you need
assistance, have your account number ready and call the Postage By
Phone® System number. Refer to the Pitney Bowes Contact Information
List at the front of this guide for the phone number.
Your Postage
Meter
The postage meter on your mailing system is a Postal Security Device
(PSD) that incorporates the latest technology approved by the United
States Postal Service to secure funds. This technology eliminates the need
to perform physical inspections thereby making the system easier and
more convenient to use. The PSD contains the funds and performs all of
the calculations necessary to print meter stamps that comply with the latest
USPS standards.
The United States Postal Service (USPS) licenses your meter and requires
a modem inspection of the meter. Periodically, your IntelliLink® Control
Center will be required to connect to Postage By Phone® as a means of
inspecting the PSD (Postal Security Device) and validating information in
your Control Center.
To ensure that your operations are not interrupted, the time periods for the
Data Center Connection are pre-established in your system, and will give
adequate warning to you when this connection may be required:
•
•
•
•
The message “Data Center Contact Required” will first be shown
approximately 21 days after your last connection. The Control Center
will allow you to either “Connect Now” or “Later.” By selecting “Later”,
you enter a grace period that lasts approximately 7 days.
The “Data Center Contact Required” message will appear each day for
7 days (when you power-up your system), and will only disappear after
a successful connection. This may also appear on the main screen in
reverse-type with the “Connect to Data Center” message.
On the 28th day after your last successful connection, your Control
Center will display a message, “You will not be able to print postage
until this process is completed.” Please connect to the Postage By
Phone® Data Center to continue your operations.
Follow the prompts on your Control Center or perform a Balance Inquiry
to make a successful connection. After a successful connection, your
screen will indicate “Data Center Contact Complete.”
To improve overall productivity, Pitney Bowes recommends that you estab-
lish a “constant connection,” where a LAN connection or phone line is con-
nected to your Control Center (direct or wireless), or you use an approved
alternative connection. See the Connection Alternatives – Review section
of this guide for more details.
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DM925™ Digital Mailing System Operating Guide
Connection
Alternatives
Your mailing system connects to the Pitney Bowes using one of four meth-
ods:
•
Constant (High Speed) Connection - using your organization’s Local
Area Network and approved connection device
•
Direct Analog Connection – requiring a direct, constant connection.
(The phone line comes out of the wall, and plugs in directly to the back
of the Control Center.)
•
•
Shared Analog Connection - the phone line comes out of the wall, but
may be used for a fax machine. The phone line is either detached from
the fax machine and used for the Pitney Bowes connection, or a splitter
is installed to facilitate a connection to this shared line.
Wireless Analog Connection - using an approved wireless device. (A
remote receiver is attached at the phone line coming out of the wall,
and a transmitter is attached to the back of the Control Center. All data
is transferred without a physical connection of the phone line.).
IMPORTANT: Please contact your Pitney Bowes account representative to
determine which connection options are available to you.
USPS Rekey
Requirements
The United States Postal Service (USPS) also requires, for security rea-
sons, that the meter keys expire after 3-6 years. Meter keys are crypto-
graphic codes that your system uses to protect your funds during printing
and when connecting to your account.
When the meter keys expire, the system reports that a rekey operation is
required.
To rekey your meter, perform a refill. This upgrades the keys. If you do not
perform a refill within three months (90 days) of the rekey message, the
system locks the meter and does not allow you to print postage.
You may still perform a refill to upgrade the keys and resume operation.
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6 • Adding Postage
Managing Your
Postage Funds
Refer to the appropriate section listed here for checking funds and account
balances and adding postage when using the Postage By Phone® Meter
Payment System.
Connecting Your Postage Meter to a Local Area Network (LAN) -
1
Refer to this section if you are using your organization’s Local Area
Network and an approved connection device. This is the recom-
mended method.
Connecting Your Postage Meter to an Analog Phone Line. Refer to
2
this section to see how to connect your postage meter to an analog
line. This shows the recommended connections for when the analog
line is close to your mailing system, and when you have to remove the
IntelliLink® Control Center and take it to a remote location.
Checking Available Funds in Your Meter. Follow this procedure to
see if you have sufficient funds in your meter.
3
Checking Your Postage By Phone® System Account Balance.
4
Follow this procedure to see how many funds are in your account.
Adding the Postage. Follow this procedure to add postage from your
Postage By Phone® System account to your postage meter.
5
Automated Postage Refill. Follow this procedure to setup automatic
postage refills on your postage meter.
6
Connecting
Your
Postage
Meter to a
LAN
Adding postage funds to your system is fast, easy, and convenient. Con-
nect to the internet (and to Pitney Bowes) using your organization’s Local
Area Network (LAN).
1
NOTE: If a LAN connection is not available, you can connect via analog phone
line. Refer to 2, Connecting Your Postage Meter to an Analog Line Phone Line
in this chapter for more information.
Plug one end of the Ethernet cable (supplied) into the internet source and
the other end into the USB adapter. Plug the USB adapter into one of the
available USB ports on your DM Series™ system as shown here.
USB Ports (USB network adapter
can be plugged in here)
USB Network Adapter
and LAN Cable
Visit www.pb.com/constantconnection for more information.
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DM925™ Digital Mailing System Operating Guide
Which connector do I use?
Internal Analog Phone Line Connector - Use the internal analog modem
to connect directly to an analog phone line.
Connecting
Your
Postage
Meter to an
Analog
Phone Line
2
If your mailing system is not located near an analog phone line and you
need to remove the control center when you perform feature updates or
add postage, refer to Connecting Your Postage Meter to a Remote Analog
Line in this section.
Internal Analog Phone
Line Connector
Use this to connect
directly to an analog
phone line
Connecting Your
Mailing System
to a Remote
Analog Phone
Line
If you need to connect to an analog phone line that is not located near your
mailing system, you canremove the IntelliLink® Control Center and move it
to a location near the analog phone line. At the remote location, plug one
end of the AC Adapter (P/N 1C85005) into the back of the control center
and the other end into an AC outlet.
To remove the control center and move it to another location:
1. Turn off the power to the mailing system.
2. Pull the blue lever at the right of the control center towards you.
3. Slide the control center forward to remove it.
4. Take the control center to where the analog phone line is.
5. Connect the telephone cord (AWG 26) from the internal analog connec-
tor to the analog telephone line.
6. Connect the A/C Adapter (P/N 1C85005) to the back of the control cen-
ter and plug it into an AC outlet.
7. Add or check your postage
funds as described inChecking
Your
Postage By Phone® Meter
Payment System Account Bal-
ance in this chapter.
8. Unplug the telephone cord and
the A/C Adapter.
9. Reinstall the IntelliLink® Con-
trol Center by sliding it into the
docking station on top of the
mailing system until you hear it
click into place.
10. Turn the power back on.
AC Adapter
Plug
Internal
analog line
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6 • Adding Postage
Checking
Available
Funds in
Your
Postage
Meter
If you are not sure if youhave enough money to run mail or print tapes, you
should check the amount of money (funds) in your postage meter.
3
To check available funds in your meter:
1. Press the Funds key. The amount of funds available in your postage
meter displays at the top of the screen.
2. To print a funds report on an envelope, place an envelope on the feed
deck and press the Start key. To print on a tape, simply press the Tape
key.
The system returns to the mailing screen.
If you do not have enough postage funds in your meter, check your Post-
age By Phone® Meter Payment System account balance (see Checking
Your Postage By Phone® Meter Payment System Account Balance in this
chapter). If there are enough funds in your account, move funds to your
postage meter (see Adding Postage in this chapter).
Checking
Your
Postage By
Phone®
Meter
Payment
System
Account
Balance
Before adding postage to your meter, you should check the funds available
through the Postage By Phone® System. Remember, with your new mail-
ing system it is no longer necessary to prepay for postage. Your mailing
system is designed to save you time and make adding postage to your
meter even more convenient. Although you can still prepay, you can take
advantage of the full meter capabilities and add postage now and be billed
later. Please allow up to seven days for your check to post if you plan to
add postage to your meter using pre-paid funds.
4
To check your account balance:
1. Press the Funds key.
2. Select Get Postage by Phone® Balance. The system dials Pitney
Bowes to connect to your account. When the connection is made, the
system displays your Postage By Phone® System balance.
3. Select Done to return to the main screen.
6-6
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DM925™ Digital Mailing System Operating Guide
Adding
Postage
To add postage from your Postage By Phone® System account to your
postage meter, follow these steps.
5
1. Press the Funds key.
2. Select Quick Refill, or Other Refill Amount.
3. If you have set up a supervisor password, you are prompted to enter
the password now.
Enter the password and press the Enter key.
4. If you select Quick Refill, the system adds the same amount it did the
last time you added postage.
5. If you select Other Refill Amount, use the number keys and enter in
the amount you want to add (up to $1000). Use whole dollars only; do
not key in cents. Your meter automatically adds two decimal places.
6. Press the Enter key. The system dials Pitney Bowes to connect to your
account and begins to add the postage to your meter.
7. The system notifies you when it finishes adding your postage and dis-
plays the message “Refill Complete”. The system prompts you to down-
load an available update or:
•
•
•
Press Tape to Print Tape
Press Start to Print an Envelope
Don’t Print Receipt
8. Select the appropriate option.
NOTE: To view or print a statement showing the details of the last five times
you added postage to your meter, press the Reports key on the control center
and select Last 5 Refills. Refer to Chapter 8, Reports in this guide for details
of all system reports.
Postage
Pass -
Automated
Postage
Refill
With this feature, you determine the amount of postage you want trans-
ferred to your meter during each refill and you choose the dollar amount at
which you want a refill to occur. When the postage balance in the meter
drops to the amount you’ve set as the low funds value, the meter automati-
cally downloads the amount you preset. Your meter is always ready for use.
6
IMPORTANT: This feature requires a constant connection via one of three
methods:
•
•
•
direct analog phone line,
wireless connection using an analog device (see below), or
LAN connection using an approved Ethernet device.
When this feature is enabled, your system will automatically initiate contact
with Pitney Bowes to refill your meter according to the values you establish
in the system. Your mailing system will only initiate a refill when the system
powers down (Sleep Mode), wakes up (if it was turned off), or if your post-
age meter runs low on funds. Your system will not initiate a refill during a
transaction, or in-between transactions. This ensures that your normal
operations will not be interrupted.
When your system automatically connects, it will also check to see if any
other tasks are necessary during the same connection. This includes
uploads of tracking records, electronic postal inspection, or other functions
performed during the refill. If an update is required, you will be prompted to
do so at that time.
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6 • Adding Postage
Recommended
Funds Values
When the Postage Pass - Automated Postage Refill capability is enabled,
your mailing system will make recommendations for both Auto Refill
Amounts and the Low Funds Warning.
•
The Auto Refill Amount is the dollar value of the reset when you refill for
postage.
Recommended
Minimum
Default
$2000 - $8000
$1000
$5000
•
The Low Funds Value is the dollar amount that becomes the trigger for
the Auto Refill. When your postage meter reaches this level, the Auto
Refill capability will be initiated (the next time your system powers
down.)
Recommended
Minimum
Default
$1000 - $4000
$ 50
$2500
Setting the Auto
Refill Amount
1. Press the Menu key.
2. Select Set Up then select Basic Settings. The Basic Settings screen
appears.
3. Press the down arrow key and select Auto Refill Amount.
4. Press the Clear key and then enter your desired refill amount.
5. Press Enter when done.
Setting the Low
Funds Value
1. Press the Menu key.
2. Select Set Up then select Basic Settings. The Basic Settings screen
appears.
3. Press the down arrow key and select Low Funds Value.
4. Press the Clear key and then enter the amount you want to activate the
automatic refill.
5. Press Enter when done.
Enabling/
To disable or enable the automated postage refill feature:
Disabling
1. Press the Menu key.
Automated
Postage Refill
2. Select Basic Settings.
3. Press the down arrow key and select Automatic Refill.
•
Select On, enable automatic refill to enable the automatic refill. A
connectivity alert message will appear indicating that the meter
must be physically connected through a phone line or LAN. Select
OK to continue.
•
Select Off to disable the automatic refill.
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7 • INVIEW™ Accounting
Navigating Hints................................................................................... 7-2
Transaction Options ........................................................................... 7-18
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7 • INVIEW™ Accounting
Navigating
Hints
•
You can access all of the INVIEW™Accounting features by pressing
the Accounts key on the IntelliLink® Control Center. The system dis-
plays the account names in the format shown here:
Select Account
0. None
2. Account Name>
<subacct>-<sub-subacct>
3. Account Name>
Screen
Options
<subacct>-<sub-subacct>
4. <Account Name>
<subacct>-<sub-subacct>
5. <Account Name>
<subacct>-<sub-subacct>
Enter Account Number:
Set Up
Accounts
ArrowKeys
and Help
Information
Name
More Options
•
To enter the INVIEW™account set up mode, press the right arrow key
on the control center as indicated by the help information on the bottom
on the right side of the main screen.
•
•
The maximum number of options displayed is 5. To view more options,
press the down arrow key.
You can select a numbered option either by pressing the screen key
next to the option, or by pressing the corresponding number on the key-
board and then pressing the Enter key.
•
Pressing the left arrow key returns you to the main screen.
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DM925™ Digital Mailing System Operating Guide
Overview of
Accounting
The information in this chapter describes how to set up the INVIEW™
Accounting package provided with your mailing system. If you purchased
the enhanced accounting package, Budget Manager, or if your system is
connected to an AccuTrac™ Mail Accounting Software SA system, or is
part of the Business Manager system, refer to the documentation provided
with these applications.
•
•
•
For the Budget Manager, refer to SV60957.
For the AccuTrac™ Mail Accounting System SA, refer to SV60514.
For Business Manager, refer to the help file provided with the applica-
tion.
For information on your system’s accounting features, or if this is the first
time you are setting up accounts and would like some examples of
accounting structures and hierarchy see Working with INVIEW™ Accounts
in this chapter.
Accounting Setup Procedures on the next page.
Before You
Begin
Make sure the flash memory drive
required to run INVIEW™ Accounting
is installed on the IntelliLink® Control
Center on your DM Series™ system as
shown in the picture here.
If the flash memory is not installed,
contact your Pitney Bowes service
representative.
Flash memory drive on the
IntelliLink® Control Center
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7 • INVIEW™ Accounting
Using the
INVIEW™
Accounting
Setup
The following is a list of all the account setup procedures. For details on
each procedure, refer to the section number listed here.
Setting Up the Mailing System for INVIEW™ Accounting.
1
Setting Up Operators.
2
Procedures
Working with Accounts.
3
Running Mail.
4
Transaction Options.
5
Reporting.
6
Setting Up
This section contains the basic setup instructions necessary to run
INVIEW™ Accounting on your mailing system.
1
the Mailing
System for
INVIEW™
Depending on your requirements, you may need to follow all or only some
of the setup procedures listed here.
•
•
•
•
•
•
•
•
•
•
Accounting
Setting the
Accounting
Period
When you enter the start date for the fiscal year, the system automatically
determines the end date. (For example, if January 1, 2008 is the beginning
of your fiscal year, the system sets the end date as December 31, 2008.)
Once the fiscal year is set, you will need to selectthe number of accounting
periods. You can select one of the predefined accounting periods (none,
annual, twice yearly, quarterly, or monthly) or you can define up to two cus-
tom account periods.
Follow the steps below to set your fiscal year and select the type of
accounting period you will use:
1. Press the Menu key.
2. Select Set Up, Accounting Set Up, then Accounting Period. The
Accounting Periods screen appears.
3. Select Fiscal Year Start.
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DM925™ Digital Mailing System Operating Guide
a. Type in the start date of your fiscal year.
NOTES:
•
You can enter a start d2ate that is within the current year. For exam-
ple, if today's date is 1/0/2009, you can enter a start date back to
1/20/2008. When you enter the year, be sure to enter the full 4-digit
year (e.g., 2008 or 2009).
•
Once you run a transaction you cannot change the start date of the
fiscal year until you clear the accounting data, or the fiscal year ends.
b. Press Enter to save the date. The Accounting Periods screen reap-
pears.
4. Select Number of Periods.
a. Select the number periods for your fiscal year. Use the down arrow
key to scroll through the list, if necessary.
b. b.If you select one of the preset periods,press Enter to return to the
Accounting Set Up menu, then press the left arrow key to exit the
set up.
c. If you select Custom period, the Custom Period screen appears.
Go to step 5.
5. You can set up two custom periods. The start date for both periods is
the date you activate the custom periods. You cannot change the start
date.
a. Select End Date 1 to set the end date for the first custom period.
Key in the date and press Enter.
b. Select End Date 2 and set the end date for the second custom
period. The end date for the second period must always be the
same as, or after the end date for the first period. Press Enter.
6. Press the left arrow key to exit set up.
NOTES for Custom Periods:
•
•
•
For custom periods only, you can extend the end dates at any time dur-
ing the period. The end date for custom period 2 must always be the
same as custom period 1, or after custom period 1.
Once the end date is reached, you must clear the account data, extend
the end date, or both. You will be prompted to print the data before it is
cleared.
When the period expires, you will not be allowed to run mail until you
either clear the data or extend the period.
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7 • INVIEW™ Accounting
Setting Up a
GlobalSurcharge
or Discount
When you select the surcharge method from the Set Up menu, you are set-
ting a global surcharge, or a surcharge that applies to each transaction (or
batch) processed by INVIEW™ Accounting, unless a batch surcharge
overrides it.
You can apply a global surcharge per piece of mail, per transaction, and/or
per transaction percentage.
•
•
•
A per piece of mail surcharge is calculated by multiplying the number of
pieces processed by the surcharge setting. The per piece surcharge
can be set anywhere from -1.00 to 1.00.
A per transaction surcharge is applied to each batch (or transaction)
run on the system. The per transaction surcharge can be set anywhere
from -50.00 to 50.00.
A per transaction percentage surcharge is calculated multiplying the
postage cost of the entire batch by the percent transaction setting. The
per transaction percentage can be set anywhere from -100% to 100%.
NOTE: The dollar amount enter can be either positive or a negative. A negative
amount indicates a discount will be applied to the postage amount for the trans-
action. A positive amount indicates a surcharge will be applied to the postage
amount for a transaction.
If you want to apply a batch surcharge, or a surcharge that is customized
for a specific transaction, see Running Mail, Entering a Surcharge in this
chapter.
Follow the steps below to set a global surcharge or discount:
1. Press the Menu key.
2. Select Set Up, then Accounting Set Up. The Setup Accounting screen
appears.
3. Select Global Surcharge.
4. To add a add a surcharge or discount per piece:
a. Select Per Piece.
b. Type in the surcharge or discount amount you wish to use for each
individual piece of mail.
c. If necessary, select Change to Discount to apply a discount.
d. Press Enter.
5. To add a surcharge or discount per transaction:
a. Select Per Transaction.
b. Type in the surcharge or discount amount you wish to use for each
individual piece of mail.
c. If necessary, select Change to Discount to apply a discount.
d. Press Enter.
6. To add a surcharge or discount per transaction percentage:
a. Select Per Transaction Percentage.
b. Type in the surcharge or discount percentage you wish to use for
each individual piece of mail.
c. If necessary, select Change to Discount to apply a discount.
d. Press Enter.
7. Press Enter. The Enter Surcharge Value screen appears.
8. Press Enter.
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DM925™ Digital Mailing System Operating Guide
Selecting an
Accounting Type
Follow the procedure below to select an accounting type, or to disable the
accounting feature on your mailing system.
1. Press the Accounts key.
2. Press the right arrow key to enter the “Set up Account” screen.
3. Press the down arrow key to press the down arrow key and select
Accounting.
NOTE: The type of accounting currently set for your system is displayed
next to the Accounting selection.
4. Depending on the option(s) you purchased, you can select from the fol-
lowing options:
•
•
To disable the current accounting, select Off.
To enable INVIEW™ accounting provided with your system, select
InView.
•
If you have purchased Business Manager, select
Business Manager.
•
•
If you have purchased Budget Manager, select Budget Manager.
If you have an AccuTrac SA connected to your system, select
AccuTrac.
CAUTION: If you switch from one accounting system to
another, you will lose all of the data in the original accounting
system.
Setting the
INVIEW™
Accounting
Owner
Follow the steps below to enter information about the owner of the
INVIEW™ Accounting system.
1. Press the Menu key.
2. Select Set Up, then select Accounting Set Up.
3. Use the down arrow key to scroll through the menu options, then select
Owner.
4. Select Name. Type in the owner’s name and press Enter.
5. Select Address 1. Type in the address information (e.g. the street
address) and press Enter.
6. Select Address 2. Type in any additional address information and
press Enter.
7. Press Enter to save the owner information.
8. Press the left arrow key to exit setup and return to the Main screen.
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7 • INVIEW™ Accounting
Turning
By turning passwords on, you can protect each account from unauthorized
access.
INVIEW™
Account
Passwords On or
Off
NOTE: Before you can turn account password protection on or off, you need
enable the supervisor password protection feature. Refer to Setting up a Super-
visor Password in Chapter 4 of this guide for more information.
To turn account passwords on or off:
1. Press the Menu key.
2. Select Set Up, then select Accounting Set Up.
3. Use the down arrow key to scroll through the menu options, then select
Account Passwords to toggle the feature On or Off.
Turning Weight
Breaks On or Off
Follow the steps below to turn weight breaks on or off.
1. Press the Menu key.
2. Select Set Up, then select Accounting Set Up.
3. Use the down arrow key to scroll through the menu options, then select
Weight Breaks to toggle the feature On or Off.
Setting a Station
ID
The Station ID is printed on accounting reports to identify the mailing sys-
tem where the reports were generated. This feature is useful when you
have several different mailing systems that generate reports.
Station IDs are numeric and must be two characters in length.
Follow the step below to set a Station ID:
1. Press the Menu key.
2. Select Set Up, then select Accounting Set Up.
3. Use the down arrow key to scroll through the menu options, then select
Set Station ID.
4. Type in the Station ID and press Enter.
5. Press the left arrow key to return to the Main screen.
Selecting Job ID
Requirements
The DM Series™ mailing system has the ability to track mail runsusing Job
IDs. Job ID tracking is commonly used for tracking expenses of projects
accessed by multiple departments within the organization like client jobs or
grants.
These entries can be scanned or entered manually by the operator before
processing a mail run.
Requiring Job IDs
You can set up the system to require Job IDs in order to process mail. To
require Job IDs:
1. Press the Menu key.
2. Select Set Up, then Accounting Set Up.
3. Press the down arrow key twice.
4. Select Job ID Setup.
5. Select Job ID Required to toggle this option on/off.
6. Press Enter when done.
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DM925™ Digital Mailing System Operating Guide
Autoclearing Job IDs
You can set up the system to automatically clear Job IDs at the end of each
transaction. To autoclear Job IDs:
1. Press the Menu key.
2. Select Set Up, then Accounting Set Up.
3. Press the down arrow key twice.
4. Select Job ID Setup.
5. Select Job ID Autoclear to toggle this option on/off.
6. Press Enter when done.
Reporting
Options
Including Active and Inactive Accounts
When you select the Include Active and Inactive option on the Reporting
Options menu, you can choose which types of accounts appear in
INVIEW™ Accounting reports: Active and Inactive, Active Only, or Inactive
Only.
1. Press the Menu key.
2. Select Setup, then Accounting Set Up.
3. Select Report Options. The Report Account Options screen appears.
4. Select Include Active and Inactive.
5. Select the type of accounts you want to include:
•
•
•
Active and Inactive
Active nOly
Inactive Only
6. Press Enter when done.
Including Zero Values
When you select the Zero Value option on the Reporting Options menu,
you can choose whether or not to include accounts with no charges for the
reporting period in reports.
1. Press the Menu key.
2. Select Setup, then Accounting Set Up.
3. Select Report Options. The Report Account Options screen appears.
4. Select Zero Value.
5. Select the appropriate option: Include or Don't Include.
6. Press Enter.
7. Press Enter when done.
ClearingAccount
Data
Follow the steps below to clear the account data.
CAUTION: Clearing the account data will permanently erase all
transaction data.
1. Press the Menu key.
2. Select Set Up, then Accounting Set Up. Use the down arrow key to
scroll through the list of accounting set up options.
3. Select Clear Account Data.
4. Select Clear Data.
5. Select Yes.
6. Press the left arrow key to exit set up.
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7 • INVIEW™ Accounting
Setting Up
Operators
This section contains the basic instructions necessary to set up and main-
tain operators on your mailing system.
2
•
•
•
•
•
•
Enabling
Operators
Follow the steps here to set up your mailing system so that you can assign
operators and require each operator to enter his or her operator ID and
password.
If operators have already been enabled on your system, then you will need
supervisor privileges to complete this operation.
1. Press the Menu key.
2. Select Set Up, then select Basic Settings.
3. Select Operators.
If operators have been enabled, the Enter Supervisor Password screen
appears. At this point, you must enter a supervisor password to con-
tinue with the operation or log off the system.
4. Press the screen key for the Operators selection to toggle between On
and Off.
This change will take effect the next time you or another operator logs onto
the system. At that time, the system will require a valid operator ID and
password to log on.
Enabling
Operator
Passwords
Follow the steps here to require each operator to enter his or her password
when they log onto the system.
If operators have already been enabled on your system, then you will need
supervisor privileges to complete this operation.
1. Press the Menu key.
2. Select Set Up, then select Basic Settings.
3. Select Operators.
If operators have been enabled, the Enter Supervisor Password screen
appears. At this point, you must enter a supervisor password to con-
tinue with the operation or log off the system.
4. Press the screen key for the Operators Passwords selection to toggle
between On and Off.
This change will take effect the next time youor another operator logs on to
the system. At that time, the system will require a valid operator ID and
password to log on.
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DM925™ Digital Mailing System Operating Guide
Creating
Operators
Follow the steps below to create a new operator and assign a 4-digit alpha-
numeric password for the operator.
This operation requires that you have supervisor privileges:
•
•
If supervisor passwords are on; or
If operators have been enabled.
If you do not have supervisor privileges, you can log on to the system, but
you cannot create any new operators.
1. Press the Menu key.
2. Select Set Up, then select Basic Settings.
3. Select Operators.
If operators have been enabled, the Enter Supervisor Password screen
appears. At this point, you must enter a supervisor password to con-
tinue with the operation or log off the system.
4. Select Create Operators.
5. Type in the operator name and press Enter.
6. Type in the operator password and press Enter. The Operator Informa-
tion screen appears.
•
Select Name to edit the operator name. Type in your changes and
press Enter.
•
•
Select Status to toggle the operator active or inactive.
Select Password to assign an operator password. Type in the oper-
ator password and press Enter.
NOTE: You can create an operator password if operator passwords are
disabled. However, the password cannot be used until you enable oper-
ator passwords. (See Enabling Operator Passwords in this section.)
•
•
Select Report Printing to toggle between enabling and disabling
report printing capabilities for the operator.
Select Access Level to toggle between operator and supervisor
access privileges.
7. Press Enter to save your changes.
8. Press the left arrow key to return to the Main screen.
Setting Operator
Auto Log Off
You can set up your system so that operators are automatically logged out
of INVIEW™ Accounting after a certain period of inactivity. The period of
inactivity is defined by the Display Sleep timeout value. For more informa-
tion on the Display Sleep timeout refer to the System Setup chapter in your
DM Series™ Digital Mailing System operator guide.
1. Press the Menu key.
2. Select Set Up, then select Basic Settings.
3. Select Operators.
If operators have been enabled, the Enter Supervisor Password screen
appears. At this point, you must enter a supervisor password to con-
tinue with the operation or log off the system.
4. Select Auto Log Off.
•
If the feature was not previously enabled, selecting Auto Log Off
enables it and "On" appears next to the Auto Log Off selection.
If the feature was previously enabled, selecting Auto Log Off dis-
ables it and "Off" appears next to the Auto Log Off selection.
•
5. Press the left arrow key to return to the Main screen.
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7 • INVIEW™ Accounting
Deleting
Operators
If there is transaction data associated with an operator and you delete the
operator, the system does not remove the operator from the system until
the end of the fiscal year. Instead, the operator becomes inactive, and will
not be able to log on to the system. At the end of your fiscal year, you will
receive a prompt indicating that the last reporting period has ended. At that
time, you must select the inactive operator(s) you want to permanently
delete and redefine the yearly fiscal period.
If there is no information connected to the operator, the system will remove
the operator from the system at the time you delete it.
This operation requires that you have supervisor privileges.
1. Press the Menu key.
2. Select Set Up, then select Basic Settings.
3. Select Operators.
If operators have been enabled, the Enter Supervisor Password screen
appears. At this point, you must enter a supervisor password to con-
tinue with the operation or log off the system.
4. Select Delete Operator. The Select Operator screen appears.
5. Select the operator you wish todelete, or type in theoperator name and
press Enter. The Delete Operator screen appears.
6. Select Yes.
7. Press the left arrow key to return to the Main screen.
Viewing and
Editing
Operators
The Viewing/Editing Operators screen allows you to access operator-spe-
cific information that has been entered into INVIEW™ accounts. You can
view or edit the operator’s name; lock or unlock the operator; enable, dis-
able, or edit a password; enable or disable report printing; and edit the
access level.
This operation requires that you have supervisor privileges.
1. Press the Menu key.
2. Select Set Up, then select Basic Settings.
3. Select Operators.
If operators have been enabled, the Enter Supervisor Password screen
appears. At this point, you must enter a supervisor password to con-
tinue with the operation or log off the system.
4. Select View/Edit Operators.
5. Select the operator you wish to view and/or edit. The Operator Informa-
tion screen appears. This screen allows you to view and edit the basic
settings for the operator you have selected.
•
Select Name to edit the operator name. Type in your changes to the
operator name and press Enter.
•
•
Select Status to toggle between locking and unlocking the operator.
Select Password to edit the operator password. Type in the opera-
tor password and press Enter.
•
•
Select Report Printing to toggle between enabling and disabling
report printing capabilities for the operator.
Select Access Level to toggle between operator and supervisor
access privileges.
6. Press Enter to save your changes.
7. Press the left arrow key to return to the Main screen.
Any changes you make will be seen by the edited operator the next time he
or she logs on to the system.
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DM925™ Digital Mailing System Operating Guide
Working
with
INVIEW™
Accounts
This section contains the basic instructions necessary to set up and main-
tain accounts on your mailing system.
3
•
•
•
•
•
INVIEW™
Accounting
Account
You can use INVIEW™ Accounting to track and account for postage used
by departments or individuals within your organization. Your system is set
up to accept a total of 74 characters for single level accounts, a total of 73
characters for an account and sub account, and a total of 72 characters for
an account, subaccount, and subsubaccount.
Structure
When accounts are linked (account-subaccount, or account-subaccount-
subsubaccount) they become a set and are treated as one separate
account, with one account number and one password. The existing
account number and password are rolled down to the subaccount when the
first subaccount is created. When you create another subaccount to this
account, you create another linked set of accounts with a different account
number and password.
NOTE: Only the lowest level of the account hierarchy is chargeable. This
means that transactions can only be posted to that account.
The following examples demonstrate some of the ways in which you can
structure your accounts.
•
When you create a top level account, you can charge funds and pieces
to that account. This is the working (chargeable) account because at
this point it does not have any subordinate accounts:
Example: Account - Engineering
If you create subaccounts for the original account, theybecome the end
links in the account chain and identify the departments where you
charge to:
Examples:
Account - Engineering, Subaccount - Software
Account - Engineering, Subaccount - Industrial Design
The original account now serves as an administrative account that
owns and contains totals for the lower subaccounts.
If you create subsubaccounts for subaccounts, the subsubaccounts
become the end links and identify the departments that are charged for
postage.
•
Examples:
Account - Engineering, Subaccount - Software,
Subsubaccount - Software Testing
Account - Engineering, Subaccount - Software,
Subsubaccount - Software Design
Account - Engineering, Subaccount - Industrial Design,
Subsubaccount - Graphics and Layout
Account - Engineering, Subaccount - Industrial Design,
Subsubaccount - User Friendly Testing
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7 • INVIEW™ Accounting
Creating an
Account
Follow the steps below to create an account:
1. Press the Accounts key.
2. Press the right arrow key to enter the Set Up Accounts screen.
NOTE: If this is the first account on the system, skip to step 3.
3. Select Create Account.
4. Select Create a New Account. The system prompts you to enter an
account name.
NOTE: When naming your accounts, the total number of characters you
can use for the name is 74. This means that if you intend to add sub and
subsub accounts to this top level account name, the sum of the characters
for all three accounts levels cannot be greater than 74.
5. Type in the name using the keyboard or numeric keypad and press
Enter. The Account Information screen appears.
6. Select the appropriate option and follow the prompts.
•
•
Name: Select this option to edit the name of an account.
Speed Code: A speed code is a number that uniquely identifies an
account. You can use it as a short cut to identify accounts with long
names. As soon as you enter the name of your account, the system
automatically assigns a speed code to your account. Select this
option to change the speed code number assigned by the system.
Password: The account password is a four digit number that you
can assign to limit access to an account. As soon as you enter the
name of your account, the system will request that you enter the
account password if it is enabled. Select this option to assign,
change or disable the password if necessary. When you are running
mail, passwords must be globally enabled.
•
•
•
•
Create Another Account: Select this option to add another
account, subaccount or subsubaccount to the system.
Add Subaccount to: Select this option to add a subaccount to
your new account.
Description: This option allows you to type in a brief description of
the account.
7. When you are done, press the right arrow key to save your account
information. If you press the Clear key or the left arrow key during this
process the system will ask you if you want to save your changes.
Creating an
Subaccount or
Subsubaccount
Any data charged to the existing account will be transferred to the subac-
count or subsubaccount you create.
1. Press the Accounts key.
2. Press the right arrow key to enter the Set Up Accounts screen.
3. Select Create Account or SubAccount.
4. Select Add to an Existing Account to enter the Select Account
screen. The system displays a list of all the existing accounts.
5. Select the appropriate account or subaccount. If necessary, press the
down arrow to scroll through the list.
6. Type in the name of the new subaccount or subsubaccount and press
Enter. The Account Information screen appears.
7. Select the appropriate option and follow the prompts.
8. When you are done, press Enter to save the account information.
9. Press the left arrow key to exit set up.
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Viewing or
Editing an
Account
You can view or edit the account name, status, budget amount, spending
limit, owner information and description for all of the accounts entered into
INVIEW™ Accounting.
1. Press the Accounts key.
2. Press the right arrow key to enter the Set Up Accounts screen.
3. Select View/Edit Accounts.
4. Select the account you want to view and/or edit by pressing the screen
key that corresponds with the account name, or type in the account
name and press Enter. The View/Edit Accounts screen appears.
5. Select the appropriate option and follow the prompts.
•
•
•
Edit Account Name: Select this option to make changes to the
name of the account you have selected.
Change Speed Code: Select this option to change the speed code
number assigned by the system.
Status: Once you have added an account to the system, you can
set the account active or inactive. Active status is the default setting
for all accounts. If you have an account that you no longer wish to
use, you can set the status to inactive. The inactive account will
remain on the system, but you will not be able to process transac-
tions against it.
•
•
Password: The account password is a four digit number that limits
access to an account.
Description: Select this option to edit the account description.
6. Once you have finished viewing and/or editing the account information,
press Enter to exit the View/Edit Accounts screen.
7. Press the left arrow key to return to the Main screen.
Deleting an
Account
When you delete an INVIEW™ account, you remove its data completely.
That data is then unrecoverable. Make sure you do not need the account’s
data before you delete the account. Once you delete an account, its data
cannot be retrieved.
1. Press the Accounts key.
2. Press the right arrow key to enter the “Set Up Account” screen.
3. Select Delete Account.
4. Select the account you want to delete.
NOTES:
•
You can only select a chargeable account to delete. The selected
account, subaccount and/or subsub-account, along with its postage and
pieces of mail is deleted.
•
The subaccounts appear in the display as two separate accounts under
the main account title:
Engineering
Software
Engineering
Industrial Design
5. As soon as you select an account, the system prompts you to print a
report. To keep a record or your account data, select Print Report.
6. Select Delete to remove the account from the system.
7. Press the left arrow key to return to the main screen.
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7 • INVIEW™ Accounting
Running
Mail
This section describes unique features available when running mail with
INVIEW™ Accounting. Refer to the Running Mail chapter in this guide for
complete directions on how to run mail.
4
•
•
•
•
Selecting an
Account in Time
Date Stamping
Mode
Time Date Stamping mode allows you to print the current time and date,
along with the word “Received” on incoming mail. When using Budget Man-
ager or Business Manager accounting, you can select an account to
charge back to, apply a surcharge and/or select Job ID to apply the time
date stamp to.
The time and date will remain the same during a single transaction
(whether you process a single envelope or 100 envelopes.) The system will
update the date and time during the mail run.
NOTE: The mailing system may operate at a slightly slower speed dur-
ing this process.
1. Press the Mode key.
2. Select Time and Date Stamping.
3. Select Acct if you want to apply the time date stamp to a specific
account. Once you have made your selection, the system returns to the
Time Date Stamp Mode screen.
4. Select Surcharge if you want to apply a batch surcharge (a surcharge
that applies only to this transaction). You can apply a surcharge per
piece of mail, per transaction, and/or per transaction percentage.
a. Select the appropriate surcharge option and enter the surcharge
amount.
b. Press Enter. The system returns to the Time Date Stamp Mode
screen.
5. Select Job ID if you want to add a Job ID to the transaction.
•
•
If you know the Job ID, type in the Job ID number and press Enter.
If you want to see a list of recently used Job IDs, select Most
Recent Job ID, then select the Job ID. (You can use the down
arrow key to scroll through the list.)
Once you have made your selection, the system returns to the Time
Date Stamp Mode screen.
6. Turn the piece of mail over, so the meter stamp is facing down. Then,
place the envelope on the feed deck with the flap facing up.
7. Press the Start key. The Time/Date stamp prints on the envelope. A
sample Time/Date stamp is shown below.
Date prints here (MM DD YYYY)
Time prints here
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Selecting an
Account in Seal
Only Mode
Seal Only Mode allows you to seal envelopes without applying postage. If
you are running INVIEW™ Accounting, and you select Seal Only Mode,
you will be prompted to select an account to track the pieces against.
When you view or print an accounting report, “Seal Only” will appear in the
Class column if the pieces were processed in Seal Only mode.
Entering a Batch
Surcharge
When you select the surcharge method from the Main screen, you are set-
ting a batch surcharge, or a surcharge that will be applied only to the cur-
rent transaction being processed.
Setting a batch surcharge will override your global surcharge settings, but
only for the current transaction. Once the transaction is complete, the sys-
tem will revert to the global surcharge settings for the system.
You can apply a batch surcharge per piece of mail, per transaction, and/or
per transaction percentage.
If you want to set up a global surcharge, or a surcharge that will be applied
to each and every transaction processed by the INVIEW™ Accounting sys-
tem, see Setting Up Accounting, Selecting a Surcharge Mode in this chap-
ter.
To enter a batch surcharge:
1. At the Main screen, press the down arrow key.
2. Select Surcharge. The Batch Surcharge screen appears.
3. To clear the existing batch surcharge settings, select Clear Sur-
charges. The per piece, surcharge per transaction, and per transaction
percentage surcharges are set to 0.
4. To add a surcharge per piece:
a. Select Per Piece.
b. Type in the surcharge amount you wish to use for each individual
piece of mail and press Enter.
5. To add a surcharge per transaction:
a. Select Per Transaction.
b. Type in the surcharge amount you wish to use for each transaction
and press Enter.
6. To add a surcharge per transaction percentage:
a. Select Per Transaction Percentage.
b. Type in the percentage amount you wish to use and press Enter.
7. Press Enter to save your changes.
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7 • INVIEW™ Accounting
Selecting a Job
ID
The Job ID field allows you to identify specific tasks within an account.
Assigning a Job ID to a transaction allows you to track the amount of
money you spend on postage, as well as how frequently you process a
given transaction.
Follow the steps below to add a Job ID to a transaction:
1. From the Main screen, press the down arrow key.
2. Select Job ID. The Job ID screen appears.
•
•
If you know the Job ID, type in the Job ID number and press Enter.
If you want to see a list of recently used Job IDs, select Most
Recent Job ID, then select the Job ID. (You can use the down
arrow key to scroll through the list.)
3. The system returns to the Main screen once you have made your Job
ID selection.
Transaction
Options
This section tells you how to create manual transactions and view transac-
tional data using INVIEW™ Accounting.
4
•
•
•
•
•
•
•
Entering Manual
Transaction
Follow the steps below to create a manual transaction.
1. Press the Menu key.
2. Select Manual Transaction. The Manual Transaction screen appears.
The options you choose to use will vary depending upon your manual
transaction needs.
3. Select Account to choose an account from the available accounts on
your system to run the manual transaction against. Use one of the fol-
lowing methods to select an account:
•
•
•
Manually scroll through the account list, then press the screen key
that corresponds with the account name; or
Press the left arrow key to toggle the speed code search, type in the
speed code, and press Enter; or
Press the left arrow key to toggle the account name search, type in
the account name, and press Enter.
4. Select Class to set the postage class. Follow the prompts to select the
appropriate carrier, class and special service options.
5. Select Actual Postage to set the actual postage amount for a piece of
mail. Type in the actual postage amount for a piece of mail and press
Enter.
6. Select Charged Amount to set the postage amount that you will be
charging for each piece of mail. (This is the actual postage amount plus
any surcharges you may want to add.) Type in the charged postage
amount for a piece of mail and press Enter.
7. Select Piece Count to set the number of pieces of mail you want to
process. Type in the number of pieces you want to mail and press
Enter.
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DM925™ Digital Mailing System Operating Guide
8. Select Weight to enter the weight of a piece of mail. Type in the weight
and press Enter.
9. Select Job ID to assign a Job ID to the manual transaction.
a. Type in the Job ID number and press Enter; or
b. Select the Most Recent Job ID option, select the Job ID, then
press Enter.
10. Once you have finished setting up your manual transaction select Cre-
ate Another to enter an additional manual transaction, or press Enter
to save your changes and return to the Main screen.
Viewing the
Transaction Log
The transaction log contains a list of summary information for each of the
transactions you have processed on the system. Each log contains the:
•
•
•
•
•
•
•
•
•
Account;
Transaction number and date;
Actual postage;
Charged amount;
Piece count;
Total weight;
Transaction type;
Carrier, class and fee (special services) used; and
Operator ID.
Once you select to view the transaction log, you can view the transactions
by date range and/or account. You also have the option of printing the
transactions that meet the date and/or account criteria.
Follow the steps below to view the transaction log:
1. Press the Menu key.
2. Select Set Up, Accounting Set Up, then Transaction Options. The
Transaction Options screen appears.
3. Select View Transaction Log.
4. The Select Account screen appears. You can:
•
•
•
Select All Accounts,
Select For Each Account. or
Select a specific account from the list.
5. The Enter a Date Range to Print screen appears.
a. Select Start to enter the date you want the transaction log to start.
Type in the date in MMDDYYYY format. Press Enter when done.
b. Select End to enter the date you want the transaction log to end.
Type in the date in MMDDYYYY format. Press Enter when done.
6. Press Enter to preview the transaction log.
7. Press Enter again to print the transaction log to an attached printer.
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7 • INVIEW™ Accounting
Transferring
Transaction Data
You can use the transfer transaction data option to correct transactions that
have been processed against with the wrong account.
Follow the steps below to select the transaction you want to transfer:
1. Press the Menu key.
2. Select Set Up, Accounting Set Up, then Transaction Options. The
Transaction Options screen appears.
3. Select Transfer a Transaction. The Select Transaction By screen
appears.
4. Use one of the following methods to select transactions:
•
•
•
Select Date to view the transactions processed on a specific date.
Type in the date and press Enter.
Select Account to view the transactions processed against a spe-
cific account. Select an account from the list provided.
Select Date and Account to view transactions processed against a
specific account on a specific date. Type in the date and press
Enter. Select an account from the list provided.
5. Use the left and right arrow keys to sort through each of the transac-
tions that met your date and/or account criteria.
6. Press Enter once you have found the transaction you want to transfer.
The Select Account To Transfer To screen appears.
7. Select the account you want to transfer the transaction to. The Transac-
tion Log screen appears with the updated account information in the
Account field.
8. Press Enter.
9. Press the left arrow key to return to the Main screen.
Clearing the
Transaction Log
The transaction log can hold up to 4,000 transactions, depending upon the
INVIEW™ Accounting package you use. When the transaction log reaches
full capacity, you can clear out the log to allow the inclusion of new transac-
tions.
Follow the steps below to clear the transaction log:
1. Press the Menu key.
2. Select Set Up, Accounting Set Up, then Transaction Log. The Trans-
action Options screen appears.
3. Select Clear Transaction Log. The Clear Transaction Log screen
appears.
4. If you want to print a report select Yes. If you do not want to print a
report select No. The Continue to Clear Log screen appears.
5. Select Yes to clear the log. The system returns to the Transaction
Options screen.
6. Press the left arrow key to return to the Main screen.
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Setting the
Condition for the
Log Full Warning
You can set the “log full warning” to notify you when the transaction log is
filled to a certain percentage. The default setting is 90%, which means that
when the transaction log is 90% full, you will receive a warning. The lowest
setting you can use is 80%. The highest setting you can use is 100%.
Follow the steps below to set the log full warning:
1. Press the Menu key.
2. Select Set Up, Accounting Set Up, then Transaction Log. The Trans-
action Options screen appears.
3. Select Log Full Warning.
4. Type in the percentage you want use (from 80 to 100) and press Enter.
The system returns to the Transaction Option menu.
5. Press the left arrow key to return to the Main screen.
Defining the
Action to Take
When the Log is
Full
The Action When Full option allows you to select the action you want the
system to take when the transaction log is full. You can choose to stop pro-
cessing mail, to continue processing mail with accounting disabled, or to
process mail and overwrite the transaction log.
Follow the steps below to select the action to take when the log is full:
1. Press the Menu key.
2. Select Set Up, Accounting Set Up, then Transaction Log. The Trans-
action Options screen appears.
3. Select Action When Full:. The Select Action screen appears.
4. Select the action you want the system to take. The system returns to
the Transaction Options menu.
5. Press the left arrow key to return to the Main screen.
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7 • INVIEW™ Accounting
Printing
Transaction
Receipts
The Receipt Printing option allows you to select the action you want the
system to take at the end of each transaction. You can choose to print a
short form receipt, to print a long form receipt, or to turn receipt printing off.
You must have an external (attached) printer or a receipt printer connected
to your system in order to print transaction receipts.
Follow the steps below to print transaction receipts:
1. Press the Menu key.
2. Select Set Up, Accounting Set Up, then Transaction Log. The Trans-
action Options screen appears.
3. Select Receipt Printing. The Receipt Printing screen appears.
4. Select the appropriate option:
•
Short Form - The receipt includes the date, time, station, serial
number, operator, account, Job ID 1, carrier, class, total pieces, sur-
charge and charge.
•
Long Form - This receipt includes the date, time, station, serial
number, operator, account, Job ID 1, carrier, class, total pieces, sur-
charge, charge, start/end ascending register, start/end descending
register, start/end piece count.
•
Off.
------------------------------------------------------
------------------------------------------------------
Transaction Receipt
Transaction Receipt
Date: 2008/07/23
Time: 16:31
Date: 2008/07/23
Time: 16:31
Station: 0
Serial No. : 0123450
Station: 0
Serial No. : 0123450
Operator: Joe
Operator: Joe
Account: Bridgeport
Account: Bridgeport
Job ID : Black
Job ID : Black
Batch Information
Batch Information
Carrier : 50-USPS Domestic
Carrier : 50-USPS Domestic
Class : 124-Express Mail PO-Addresses
Class : 124-Express Mail PO-Addresses
Surcharge :
0.240
Surcharge :
0.240
Total
Total
Pieces :
24 Charge : 2.640
Pieces :
24 Charge : 2.640
Meter Information
------------------------------------------------------
Start Ascending Register :
End Ascending Register :
21.010
23.410
Short Form Receipt
Start Descending Register :
End Descending Register :
9979.000
9976.600
Start Piece Count :
End Piece Count :
97
121
------------------------------------------------------
Long Form Receipt
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DM925™ Digital Mailing System Operating Guide
INVIEW™
Accounting
Reports
This section tells you how to view, print and create reports unique to the
INVIEW™ Accounting system.
5
With INVIEW™ Accounting, you have the ability to create a broader range
of accounting reports. The following is a list of INVIEW™ Accounting
reports:
•
•
•
•
•
•
•
•
•
•
•
•
•
Refer to the Reporting chapter in this guide for additional reporting informa-
tion.
Printing Reports
You can print accounting reports using an external (attached) printer if one
is connected to your system.
NOTE: You must enable report printing for an operator in order for that operator
to print a report. Setting Up Operators, Viewing and Editing Operators in this
section for more information.
Follow the steps below to print a report:
1. Press the Reports key.
2. Select the report you want to print. Follow the prompts, if any, that may
appear.
3. Press Enter to print the report to the attached printer.
4. Press the left arrow key to return to the main screen.
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7 • INVIEW™ Accounting
Report Printing
Queue
The Report Print Queue will function with most reports, except for the
Confirmation Services reports. (A warning message will appear if you
attempt to print a Confirmation Services report when there are reports in
the queue.)
If a series of reports are scheduled to print, the Reports Queue option will
appear on the main report screen.
1. Press the Reports key.
2. If necessary, press the down arrow key and select Reports Queue.
Once selected, this option will list information about the report that is
currently printing, as well as a list of the reports that are remaining in
the queue.
NOTE: You can cancel reports out of the queue. If the printer runs out of
paper, the “Check external printer” message will appear on the main screen.
Report Macros
Report macros allow you to print up to five reports at once. For example,
you can print up to five reports related to the same account, or the same
report for up to five different accounts.
Creating a Report Macro
Follow the steps below to create a report macro.
1. Press the Reports key
2. Select Accounting Reports and then Report Macros.
3. Press the right arrow key to enter the Set Up menu. The Set Up Report
Macro screen appears.
4. Select Create Macro.
5. Type in the macro name and press Enter.
6. Select a report to add to the macro. Use the down arrow key to scroll
through the list of reports, if necessary.
7. Select an account to include in the report and press Enter. Depending
upon your selection, you may be prompted to enter a date range.
Select:
•
•
•
•
Select Current Day to print the report for the current day.
Select Current Week to print the report for the current week.
Select Current Month to print the report for the current month.
Select N days back from today to print the report for a set number
of days. Enter the number of days back, up to 364, that you want to
print the report for.
Press Enter when done.
8. Press Enter to save the report and account information.
9. Repeat steps 6 to 8 to add additional reports to the macro. You can add
reports to the macro until all "Available" options are used.
10. Press Enter to save the macro.
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Using a Report Macro to Print Reports
You can print report macros using an external (attached) printer if one is
connected to your system.
Follow the steps below to print a report macro:
1. Press the Reports key
2. Select Accounting Reports and then Report Macros.
3. Select the report macro you want to print.
4. Press Enter to print the report macro.
5. Press Enter to return to the main screen.
Viewing and Editing Report Macros
1. Press the Reports key
2. Select Accounting Reports and then Report Macros.
3. Press the right arrow key to enter the Set Up menu. The Set Up Report
Macro screen appears.
4. Select View/Edit Macro.
5. Select the macro you want to view or edit.
6. The Edit Macro name screen appears.
•
If you want to rename the report macro, use the left arrow key to
delete letters in the macro name, or press the Clear key to clear the
name. Type in the new macro name and press Enter.
•
If you want to keep the existing macro name, press Enter.
7. To replace a report in the macro, press the screen key that corresponds
with the report you want to replace. Follow the prompts and select the
appropriate report options.
If there are "Available" options, you can add reports to them as well.
8. Press Enter to save your changes.
Deleting a Report Macro
Follow the step below to delete a report macro from the system.
1. Press the Reports key
2. Select Accounting Reports and then Report Macros.
3. Press the right arrow key to enter the Set Up menu. The Set Up Report
Macro screen appears.
4. Select Delete Macro.
5. Select the macro you want to delete.
6. The Delete Macro screen appears. Select Yes to delete the macro.
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7 • INVIEW™ Accounting
Custom Reports
You can design your own report formats using the Custom Reports Report
Generation feature. This tool allows you to select the report format you
want (summary or detailed) as well as select the fields of information you
want to appear on the report.
A detailed report outputs specific information about each transaction pro-
cessed by the system. If you select the detailed report format you will be
able to include any, or all, of the following data in your report:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Transaction ID;
Date of Transaction;
Time;
Account;
Carrier;
Class/Fee;
Job ID 1;
Operator;
Total Weight;
Pieces;
Postage;
Surcharge;
Total Charge; and
Transaction Type.
A summary report groups transaction information together by time period. If
you select the summary report format you will be able to include any, or all,
of the following data in your report:
•
•
•
•
•
•
•
•
•
•
•
Account;
Carrier
Class/Fee
Pieces;
Postage;
Surcharge;
Total Charge;
Year to Date Pieces;
Year to Date Postage;
Year to Date Surcharge; and
Year to Date Total Charge.
Custom Report Tips:
•
“Available” options on the Select Custom Report screen indicate open
spaces where you can create a new custom report.
•
•
When selecting data to include in the report:
“Selected” appears next to the data name to indicate that it will be
used in the report.
•
•
Each data selection you make will appear as a column in the report.
The “Spaces Used” counter on the bottom of the screen indicates how
much space you have left in thereport. You will receive a “Not Enough
Space Left” warning if you select data that exceeds the amount of
space the report can take up on the printed page.
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Creating a Custom Report
Follow the steps below to create a custom report.
1. Press the Reports key.
2. Select Accounting Reports, then Custom Reports.
3. Select the first Available option on the list.
4. Select Create Report.
5. Type in the report name and press Enter.
6. Select the appropriate report format.
7. Press the screen keys that correspond with the data you want to
include in your report.
8. Press Enter when you are done selecting data.
9. If you selected any data that can be grouped, the Select Data to Group
By screen appears. Select the appropriate option(s) and press Enter.
10. If you selected any data that can be subtotaled, the Select Data to sub-
total screen appears.
a. Press the screen keys that correspond with the data you want to
subtotal in your report.
b. Press Enter once you are done selecting data.
11. If you selected accounts to be grouped or subtotaled, the Accounts to
Include screen appears.
•
Select Prompt for an Individual Account... to require an operator
to select an account before printing the report.
Select Include All Accounts to include all accounts when printing
the report.
•
12. Press Enter to save the custom report.
Viewing and Editing a Custom Report
Follow the steps below to view and/or edit a custom report.
1. Press the Reports key.
2. Select Accounting Reports,
3. Press the right arrow key. The Set Up Custom Reports screen appears.
4. Select View/Edit Report.
5. Select the custom report you want to view or edit. The Edit Report
Name screen appears.
6. Use the left arrow key to backspace, or press the Clear key to delete
the existing name. Type in the new report name and press Enter.
7. The Select Data to Include screen appears. Select or deselect the
appropriate options.
8. If you selected any data that can be subtotaled, the Select Data to sub-
total screen appears.
a. Press the screen keys that correspond with the data you want to
subtotal in your report.
b. Press Enter once you are done selecting data.
9. If you selected accounts to be grouped or subtotaled, the Accounts to
Include screen appears.
•
Select Prompt for an Individual Account... to require an operator
to select an account before printing the report.
Select Include All Accounts to include all accounts when printing
the report.
•
10. Press Enter to save the custom report.
SV62207 Rev. B
7-27
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7 • INVIEW™ Accounting
Deleting a Custom Report
Follow the steps below to delete a custom report from the system:
1. Press the Reports key.
2. Select Accounting Reports,
3. Press the right arrow key. The Set Up Custom Reports screen appears.
4. Select Delete Report.
5. Select the custom report you want to delete.
6. Select Yes.
7. Press the left arrow key to return to the Main screen.
Transaction Log
Report
The Transaction Log report lists the transaction ID, account, pieces, post-
age, surcharge, and total amount charged for each transaction during the
time period specified on the report.
Pitney Bowes Incorporated
1 Elmcroft Road
Page:
Date:
1
JAN 5 2008
Stamford, CT 06296
Time:
Station:
3:02P
A
Transactions for JAN 1 2008 to JAN 5 2008
Trans
ID
Trans
Account
Shelton
Pieces Postage Surcharge
Total Type
1
2
3
9
24
3
5.400
13.070
11.550
0.00
5.400
I
I
I
Stamford
Newtown
0.00 13.070
0.00 11.550
=================================================================
Grand Total: 43 34.450 0.00 34.450
7-28
SV62207 Rev. B
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DM925™ Digital Mailing System Operating Guide
Weight Break
Account/Class
Report
The Weight Break Account/Class report contains a summary of the pieces
and postage for each weight break by specific account or all accounts
showing the carrier/class used.
Weight Break Account/Class for Jan 4 2008 to Jan 4 2008
Weight
Account
Carrier
Class
Break Units Pieces Postage
NE Cities - Hartford
USPS Dom
1st Cls Regular
1.0 oz
2.0 oz
3.0 oz
3
3
3
9
9
9
1.110
1.800
.490
Subtotal:
5.400
5.400
5.400
Subtotal:
Subtotal
NE Cities - New Haven
USPS Dom
1st Cls Presort
Subtotal:
1.0 oz
2.0 oz
3.0 oz
4
4
4
1
1
1
1.408
.308
3.044
6.760
6.760
6.760
Subtotal:
Subtotal:
============================================================================
Grand Total: 12.160
5
Weight Break
Carrier/Class
Report
The Weight Break Carrier/Class report contains a summary of the pieces
and postage for each weight break by carrier and class.
Weight Break Carrier/Class for Jan 4 2008 to Jan 4 2008
Weight
Carrier
Class
Break Units Pieces Postage
No Class
Subtotal:
0.0 oz
61 104.170
61 104.170
61 104.170
Subtotal:
Seal Only
Subtotal:
0.0 oz
5
5
5
0.000
0.000
0.000
Subtotal:
USPS Dom
1st Cls Presort
1.0 oz
2.0 oz
3.0 oz
4
4
1.408
.308
4
3.044
6.760
3.330
38.50
44.700
51.600
Subtotal:
1
1st Cls Regular
0.0 oz
1.0 oz
2.0 oz
3.0 oz
6
30
30
30
Subtotal:
96 138.150
108 144.910
Subtotal:
===============================================================
Grand Total:
194
49.080
SV62207 Rev. B
7-29
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7 • INVIEW™ Accounting
Weight Break
Job ID/Class
Report
The Weight Break Job ID/Class report contains a summary of the pieces
and postage for each weight break by specific Job ID, showing the carrier
and class used.
Weight Break Job ID-1/Class for Jan 4 2008 to Jan 4 2008
Weight
Job ID
Carrier
Class
Break Units Pieces Postage
Black
No Class
Subtotal:
0.0 oz
5
5
96.50
96.50
96.50
0.000
0.000
0.000
0.40
Subtotal:
5
Seal Only
Subtotal:
0.0 oz
5
5
Subtotal:
5
USPS Dom
Ist Cls Regular
Subtotal:
1.0 oz
.0 oz
1
1
0.600
0.830
1.800
1.800
98.050
3.0 oz
1
3
Subtotal:
3
Subtotal:
Green
53
USPS Dom
1st Cls Regular
Subtotal:
0.0 oz
1.0 oz
.0 oz
6
8
3.330
18.170
19.650
1.490
6.640
6.640
6.640
8
3.0 oz
8
30
30
30
Subtotal:
Subtotal:
===========================================================================
Grand Total: 83 160.690
Account
Summary Report
The Account Summary Report lists a summary of pieces, postage and sur-
charges for an account or all accounts that have been charged for the time
period specified for the report.
If this report is for a single account it can be viewed on the screen.
Pitney Bowes Incorporated
1 Elmcroft Road
Page:
Date:
1
JAN 5 2008
3:02P
Stamford, CT 06296
Time:
Station:
2A
Account Summary - JAN 1 2008 to JAN 30 2008
Account
Pieces Postage Surcharge
Total
PB
Stamford
WHQ
8
31.030
31.030
0.00
0.00
31.030
31.030
Subtotal: 8
=================================================================
Grand Total:
8
31.030
0.00
31.030
7-30
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DM925™ Digital Mailing System Operating Guide
Quick Profile
Report
The Quick Profile report lists the summary of pieces, postage and sur-
charges for all of the INVIEW™ accounts.
You can view the Quick Profile reports on the IntelliLink® Control Center
before printing them.
Quick Profile Report
Period: JAN 01 2008 - JAN 08 2008
Pieces:
677
$393.836
$8.65
Postage:
Surcharge:
Total:
$4.486
Accounting
Setup Report
The Accounting Set Up report lists the INVIEW™ Accounting options and
settings.
Accounting Setup
Configuration Item
Accounting PCN
Value
####
Number of Accounts
Accounting Periods
Account Passwords
Default Spend Limit Basis
Spend Limit
13
1
Enable
90%
Enable
Enable
Enable
0
Operators
Passwords
Global Surcharge Method
Per Piece Surcharge
Per Transaction
+0.000000
+0.000000
0%
Percentage Surcharge
Per Piece Surcharge Limit
Per Transaction Limit
Transaction Warning
Transaction Full Action
Owner Name
1.000000
50.000000
90%
Alert Operator
Pitney Bowes
Owner Address
35 Waterview Drive, Shelton CT 06484
Version 19x
SV62207 Rev. B
7-31
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7 • INVIEW™ Accounting
Account List
Report
The Account List report lists the accounts that have been defined in the
system with speed codes. The accounts are sorted by account name, then
by subaccount and subsubaccount.
Account List & Status
Account
Account Password
Account
Status
Enable
Enable
Enable
Enable
Enable
Enable
Enable
Enable
Required
Description
Connecticut
No
Bridgeport
No
Hartford
No
New Haven
No
PB
No
Danbury
DMT
No
No
Newtown
No
Account Speed
Code List Report
The Account Speed Code List Report lists the accounts that have been
defined in the system and the account status. The report is sorted by
account speed code. Account speed codes refer to chargeable accounts.
Account Speed Code List
Speed Account
Code
Description
1
2
3
4
5
6
7
8
9
Shelton
Stamford
Connecticut - Hartford
Connecticut - New Haven
Connecticut - Bridgeport
PB-Shelton-7WV
PB-Shelton-35WV
PB-Stamford-Main Plant
PB Newtown-Distribution
10 PB Newtown-RMA
7-32
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DM925™ Digital Mailing System Operating Guide
Operator List
Report
The Operator List report lists the operators on the accounting system. This
report contains the operator name, ID, status (enabled/disabled), and
whether or not report printing is enabled (Y/N).
Operator List
Operator Name
Op
ID Status
Reports
Enabled
Privilege
Joe
5
4
1
2
3
Active
Active
Active
Active
Active
Yes
Yes
Yes
Yes
Yes
Lynn
Mark
Mike
Rushi
Supervisor
Supervisor
SV62207 Rev. B
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7 • INVIEW™ Accounting
Resync with
Host PC
If you are using Business Manager accounting, the Resync with Host fea-
ture removes transaction from the mailing system and resets accounts,
operators and the Job ID 1 list with the default settings on the Business
Manager Host PC.
If necessary, you can manually resync the accounting information on the
mailing system to the settings on the Host PC.
1. Press the Accounts key.
2. Select ReSync with Host. The Resync with Host screen displays with
the following warning message: “This action removes transactions!
Accounts, Operators and the Job ID 1 will bereset to the settings on the
Host.”
3. Select Yes to continue. The following message displays: ”Download In
Progress. Accounting information is being downloaded from Host.” The
main screen will reappear once the download is complete.
7-34
SV62207 Rev. B
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8 • Reports
Viewing a Report.................................................................................. 8-2
Last Five Refills Report........................................................................ 8-6
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8 • Reports
Introduction
Creating a report is quick and easy on your mailing system. With the capa-
bility to print out reports on roll tape or envelopes using the internal mailing
system printer, you can easily keep an accurate record of all your mailing
activities.
NOTE: The accounting reports described in this chapter are for the INVIEW™
accounting package provided with your DM Series™ Digital Mailing System. If
you are using another optional accounting package (for example, Budget Man-
ager), refer to the documentation provided with that application.
For some reports, you need an external or attached printer. For instructions
on how to set up an attached printer, refer to Chapter 5 - Mailing System
Setup, Set Up Optional Printer, in this guide.
Each report is described in the following sections. Each section shows you
the display on the screen and the information that prints out.
Viewing a
Report
1. Press the Reports key.
2. Select the report you want to view. The report appears in the main dis-
play.
Printing a
Report
You may print reports using the internal mailing system printer, or an
attached external printer if one is connected to your system.
1. Press the Reports key.
2. Select the report you want to print. The report appears in the main dis-
play. Press Enter.
3. Depending on your particular system, select one of the bulleted options
below.
•
•
•
If your system can only print using the internal mailing system
printer: press the Start or Tape key to print on an envelope or tape.
If you have an external printer and your report can only print to an
external printer, the system asks you to press Enter.
If you have an external printer and your report can print to an exter-
nal printer or the internal printer, the system prompts you to “Select
a Printer.” If you want to use the attached external printer, select
Attached Printer and press Enter. If you want to use the system
printer, select Mailing Machine. Press theStart or Tape key to print
on an envelope or tape.
Report Print
Queue
The Report Print Queue will function with most standard reports, except for
the Confirmation Services reports. (A warning message will appear if you
attempt to print a Confirmation Services report when there are reports in
the queue.)
If a series of reports are scheduled to print, the Reports Queue option will
appear on the main report screen.
1. Press the Reports key.
2. If necessary, press the down arrow key and select Reports Queue.
Once selected, this option will list information about the report that is
currently printing, as well as a list of the reports that are remaining in
the queue.
NOTE: You can cancel reports out of the queue. If the printer runs out of
paper, the “Check external printer” message will appear on the main screen.
8-2
SV62207 Rev. B
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DM925™ Series Digital Mailing System Operating Guide
Single Account
Report
The Single Account Report gives the total pieces of mail and the postage
for a selected account. After you select Single Account Report the last
account used is displayed. To view another account, press the screen key
for Select Another Account.
If you have re-powered the system since the last time you processed mail,
the "Select Account" screen displays. Use this screen to choose a specific
account for the report.
Accounts can be printed even if they are inactive.
Screen Display
Single Account Report
<Account name>
<Subacct> <Sub-Subacct>
Account Number
Pieces
Postage
<Account Number>
<Account Piece Count>
<Account Value Total>
> Select Another Account
Printed Report
The Single Account Report prints on one envelope or a strip of tape. Infor-
mation contained in the report:
•
•
•
Date report is printed.
Time report printed.
Meter Stamp Serial Number: identifies the meter which printed the
report.
•
•
•
•
Account Number: Number of each account that has used postage.
Pieces: Total of pieces processed for the account.
Postage: Total postage amount charged to the account.
Station ID: a user-defined number to identify the meter.
SV62207 Rev. B
8-3
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8 • Reports
Multi-Account
Summary
Report
Internal Printer Version
The Multi-Account Summary supplies the total pieces and postage for all
enabled accounts.
You can view and print the Multi-Account Summary report sorted by
account number, as well as by account name. When viewing this report,
press the left arrow key to toggle between the account name and account
number sorting options.
This report can be printed on an envelope with the internal printer.
Screen Display
Multi-Account Summary
Account
Pieces
Postage
<Account Number>
<Account Number>
<Account Number>
<Account Number>
<Account Piece Count>
<Account Piece Count>
<Account Piece Count>
<Account Piece Count>
<Postage Value Total>
<Postage Value Total>
<Postage Value Total>
<Postage Value Total>
Printed Report
•
•
•
Date report is printed.
Time report is printed.
Meter Stamp Serial Number: identifies the meter which printed the
report.
•
•
•
Account Number: Number of each account that has used postage.
Pieces: Total of pieces run for account.
Postage: Total postage value for account; no sub total is provided for
subaccounts or sub-subaccounts.
•
•
Station ID: a user-defined number to identify the meter.
Page numbers.
NOTE: The account name only appears on the report when you print the report
on an external printer.
8-4
SV62207 Rev. B
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DM925™ Series Digital Mailing System Operating Guide
External Printer
Version
This version of the Multi-Account Summary can only be printed on an
attached external printer. Account numbers are only assigned to the lowest
level of the account hierarchy or transaction level. Account numbers will
only appear if the account does not have subaccounts. If the account has
subaccounts or subsubaccounts, account numbers will only be displayed
for the lowest level account. The piece and postage totals for accounts with
subaccounts displays as “Subtotal.”
Screen Display
Account Summary
Account
Pieces
Postage
<Account name>
<Account name>
<Account Piece Count>
<Account Piece Count>
<Postage Value Total>
<Postage Value Total>
Printed Report
The Multi-Account Summary prints out on an attached printer. This report
provides the following information:
•
•
•
•
•
•
•
•
•
•
•
•
Meter stamp number.
Date report is printed.
Time report is printed.
Page number.
Station ID: a user-defined number to identify the meter.
Number assigned to an account, subaccount, or sub-subaccount.
Name of the account, subaccount, or sub-subaccount.
Total of Items of mail for account, subaccount, or sub-subaccount.
Amount of funds used in account.
Total of funds used for each level of accounts.
The grand total of pieces of mail.
The grand total of the funds used.
SV62207 Rev. B
8-5
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8 • Reports
Last Five Refills
Report
The Last Five Refills Report lists the last five refills for any enabled account
and prints the information on a single envelope or strip of tape. The refills
are displayed in chronological order.
Screen Display
Last 5 Refills Report
Date
Time
Amount
<Date>
<Time>
<Time>
<Time>
<Time>
<Refill Amount>
<Refill Amount>
<Refill Amount>
<Refill Amount>
<Date>
<Date>
<Date>
PbP Account:
<Account>
Printed Report
The Refill Statement provides the following information:
•
•
•
•
Date of Refill.
Time of Refill.
Refill Amount: Amount of the last five refills for this particular account.
Account No: Postage By Phone® Meter Payment System account
number.
•
Meter Stamp Serial Number: identifies the meter which printed the
report.
•
•
Date Printed.
Page number of report.
8-6
SV62207 Rev. B
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DM925™ Series Digital Mailing System Operating Guide
USPS
The Confirmation Services Report provides details for Confirmation Ser-
vices pieces processed and uploaded via IntelliLink® Control Center. It
prints the information on an envelope or strip of tape. When you select
Confirmation Services from the "Select Report" screen, you can choose
one of the following options:
Confirmation
Services Report
(System Printer
Required)
•
•
•
View or print a specific record - You can scroll through the uploaded
records one at at time. You can print to a tape or envelope.
Print receipts for last batch sent - If a tape is loaded, the system
prints the receipts.
Print summary to attached printer - You must have an external
printer attached.
Screen Display
Confirmation Services Report
Barcode:
Service:
Postage:
Class:
ZIP:
Date Uploaded:
> Print tapes for last group sent
Printed Report: System Printer
•
•
•
•
•
•
•
The report provides the following information about a piece of mail:
Barcode or package identification code.
Destination ZIP Code of the package.
The Postage by Phone® Meter Payment System account number.
Meter Serial number.
Date and time record was uploaded via IntelliLink® Control Center.
A fill-in space where the customercan write in the recipient and delivery
address.
Printed Report: Attached Printer
The external printer version of the USPS Services Report provides the fol-
lowing information for each package:
•
•
•
•
•
•
Package identification barcode.
Amount of postage used.
Class of mail for the package.
Type of Special Service used.
Destination ZIP Code.
Date package was uploaded via IntelliLink® Control Center.
SV62207 Rev. B
8-7
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8 • Reports
Account List
Report
The Account List Report lists the names and numbers of all accounts that
are set up in your mailing machine.
(External
Printer
Required)
Screen Display
Account List
Number
Name
<Account Number>
<Account Number>
<Account Number>
<Account Number>
<Account Name>
<Account Name>
<subaccount>
<subsubaccount>
Printed Report
This report prints a list of all your accounts and the account numbers.
Funds Report
The Funds Report gives a summary of the funds used and available in the
meter, total pieces run, batch pieces and value. It prints on one envelope or
tape.
Screen Display
Funds Report
Funds Used:
Funds Available:
Total Pieces:
Control Sum:
Batch Count:
Batch Value:
<Funds Used>
<Funds Available>
<Total Pieces>
<Control Sum>
<Batch Count>
<Batch Value>
Printed Report
The Funds Report provides the following information:
•
•
•
•
•
•
•
•
•
•
Date report is printed.
Time report is printed.
Meter Stamp Serial Number.
Used: Postage funds currently spent.
Available: Postage funds still available for processing.
Control Sum: The total of used funds and available funds.
Total Pieces: Total of pieces imprinted with postage.
Batch Value: Postage spent for this batch.
Batch Count: Number of pieces in the batch.
Postage By Phone® Meter Payment System serial number.
8-8
SV62207 Rev. B
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DM925™ Series Digital Mailing System Operating Guide
System Set Up
Report
The System Setup Report is an extensive report that gives you comprehen-
sive information about your total mailing system. You can only print the
entire system set up. However, the entire report must be printed on an
attached printer. It provides information on:
•
•
•
•
Serial Numbers:
Meter, IntelliLink® Control Center, Meter Stamps, Base, and Postal
Security Device.
Software Versions:
IntelliLink® Control Center, Postal Security Device, Scale Software,
Rates Module.
Downloaded Features:
Features, Rates, Software, Scale Capacity, Number of Uploaded
Records.
Funds and Piece Information:
Funds Used, Funds Available, Control Sum, Total Pieces, Batch Value,
Batch Count.
•
•
Warning Values:
High Value, Low Funds, Maximum Settable Value.
Time Settings:
Time Zone Offset, Daylight Time Offset, Daylight Savings, Clock Drift
Adjustment, Date Advance Time.
Advertisements:
Advertisement ID and Name.
Inscriptions:
Inscription ID and Name.
Accounting Set Up:
Accounting Feature on/off, System, Passwords, Number of Accounts.
Modem Set Up:
•
•
•
•
Dial Out Prefix, Dial Method, Local Number, Pitney Bowes Number,
PBP Account, Initialization String.
Scale Settings:
Adjustment for Motion, AutoScale, Trip Weight, Units, Origin, Location
Code, AutoClear, Clear Zone If New Class, ZIP/Zone Prompt, BMC
Intra ZIP, Add ZIPs to Zone ), Discount Code, Min. Confirmation Ser-
vice, Scale Capacity.
•
•
Presets.
SV62207 Rev. B
8-9
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8 • Reports
Error Report
This feature may be offered as a standard or optional feature and is not
available on all Pitney Bowes solutions. Please contact your local account
representative to determine if this option is accessible on your system.
The Error Report lists the last ten errors in chronological order with the
most recent error at the top. It prints on an envelope or tape strip.
Screen Display
Error Report
Date
Time
Location
Error ID
<Date>
<Date>
<Date>
<Date>
<Time>
<Time>
<Time>
<Time>
<Location>
<Error Code>
<Error Code>
<Error Code>
<Error Code>
<Location>
<Location>
<Location>
Printed Report
The Error Report gives the following information:
•
•
•
Date report printed.
Time report printed.
Meter Stamp Serial Number.
The Error Report lists the following information for each error:
•
•
•
•
•
Error Date.
Error Time.
Error Identification.
Locaiton: Where in the system the error occurred.
Page Numbers.
8-10
SV62207 Rev. B
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DM925™ Series Digital Mailing System Operating Guide
Job Report
This feature may be offered as a standard or optional feature and is not
available on all Pitney Bowes solutions. Please contact your local account
representative to determine if this option is accessible on your system.
The Job Report summarizes a job that is processed in a mode that did not
dispense funds. It can be printed on an envelope or tape.
Screen Display
Job Report
<Account Name>
<SubAccount>
<Sub-SubAccount>
Account Number
Pieces
<Account Number>
<Account Piece Count>
<Mode>
Job:
Printed Report
The Job Report gives the following information:
•
•
Time: date printed report printed.
Meter Stamp Serial Number: identifies the meter which printed the
report.
•
•
•
•
•
•
Station ID: A user-defined number to identify the meter.
Pieces: Total of pieces processed for the account.
Postage: Total postage amount charged to the account.
Job: mode of operation.
Account Number: Number of each account that has used postage.
Account Name: Name of each account that has used postage.
SV62207 Rev. B
8-11
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8 • Reports
Data Capture
Report (Non-US
Use Only)
The Data Capture Short Report provides information on the data that is
transferred from the mailing system through Pitney Bowes Data Center to
the Post Office.
The Data Capture Report prints on an envelope or tape.
Electronic
Return Receipt
Report
This report can be used as a firm mailing book (Form 3877) for proof of
mailing for Certified Mail. A USPS clerk can round date stamp this form
which can be generated after processing a batch of Certified Mail with e-
Return Receipt.
Verify with your local postmaster this facsimile will be accepted in place of
the actual USPS Form 3877.
USPS Form 3877 Facsimile
Mixed Special Services
Customer DUNS Number: 082133393
Software Version: 15.01.01
USPS Article Number
Destination
Zip Code
Postage Special
Service
Special Other
Total
Customer Reference
Service Fees
Charge
Type
Fee
9171082133393111643017 24560
9171082133393111643024 14569
9171082133393111643031 42569
9171082133393111643048 76490
9171082133393111643055 07654
9171082133393111643062 56470
9171082133393111643079 12564
9171082133393111643086 76542
9114082133393000155138 65746
9134082133393000494330 12564
0.37
0.37
0.37
0.37
0.37
0.37
0.37
0.37
0.37
0.37
C
2.30
1.30
DDDDDGGGGG1245
00000CVG124565
0000CV02462208
0000CV02462209
DDDDDGGGGG1246
0000CV04491460
00000CVG124566
00000CVG124567
RR
C
3.97
4.09
3.97
3.97
4.09
3.97
3.97
2.30
1.30
2.30
1.30
2.30
1.30
2.30
1.30
2.30
1.30
2.30
1.30
2.30
1.30
0.13
0.12
0.12
RR
C
RR
C
RR
C
RR
C
RR
C
RR
C
RR
DC
3.97
0.50
SC
1.30
1.67
Page Totals
Cumulative Totals
10
10
3.70
3.70
30.23
30.23
0.24
0.24
34.17
34.17
Postal Service Certification
Total Number of Pieces Received:____________
_________________________________
Signature of Receiving Employee
Round Stamp:_________________
Page 1 of 1
USPS Form 3877(Facsimile)
Date: MM/DD/YYYY
8-12
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DM925™ Series Digital Mailing System Operating Guide
Installed/
Pending Rates
Report
This report displays only on the screen. Use the up and down arrow keys to
scroll through all the rate files loaded on the system.
Rate:
Description (name)
File Name
Part Number
Version
Service level
Effective date
Active or Inactive
Last Rates
Downloaded
Report
This report displays only on the screen. Use this report to confirm whether
you have downloaded the newest rate files prior to a Rate Change.
Screen Display
Last Rates Downloaded
Description
Effective
E.01 2009/01/18
S.01 2009/01/18
USPS International Rates
USPS Domestic Rates
View Download
Log Report
This report displays only on the screen. Use the up and down arrow keys to
scroll through the list of history of files that have been downloaded.
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8 • Reports
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9 • Maintaining and Updating
Cleaning the Exterior............................................................................9-2
Printer Maintenance .............................................................................9-5
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9 • Maintaining and Updating
Items to Keep
On Hand
The following is a list of items you should keep on hand:
•
•
•
Ink Cartridge
Tape Roll
E-Z Seal® Sealing Solution
Refer to Chapter 11, Supplies and Options for details on how to order these
items.
Cleaning the
Exterior
To clean the outside of your mailing system, wipe it off with a soft dry cloth.
Do not use harsh chemical cleaners. If necessary, use only Windex® or
soapy water.
You may clean the display screen on the IntelliLink® Control Center with a
mild glass cleaner and soft cloth.
CAUTION: Do not pour or spray cleaner directly on the dis-
play screen or machine. Spray on the cloth and wipe the
screen with the dampened cloth.
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DM925™ Digital Mailing System Operating Guide
Tape
Tape maintenance consists of installing a new tape roll.
Maintenance
The digital mailing system uses gummed oradhesive tape. A red stripe
appears along its edge approximately 36 inches from the end to indicate a
low tape condition. Replace the tape when the stripe appears. To order new
tape, refer to Chapter 11, Supplies and Options in this guide.
CAUTION: If you do not use Pitney Bowes supplied tape,
you will not be able to determine when the tape is running
out and this may cause a jam.
The red stripe on the tape notifies you that you are running
low on tape. There is also a black stripe that tells the
machine when it is out of tape. When the system detects the
black stripe on the tape it stops the machine. At this point
there is still a small amount of tape on the roll.
You can install a new roll before the system actually runs out of tape, or if
the system runs out of tape and the message “Out of Tape” appears on the
display.
Installing a New
Tape Roll
1. Open the main cover.
2. Remove the old tape core.
3. Push the feed lever to the left and remove any tape scraps from the
feeding area. Release the lever.
4. Tear of the end of the new roll tape to leave a straight edge.
5. Drop the new roll tape into the well with gummed or adhesive surface
facing down. Make sure the leading tape edge comes up from under
the roll and to the right as shown in the picture below.
6. Push the feed lever to the left and hold while inserting the lead edge of
tape into the gap between the roller and the track.
7. Release the feed lever.
8. Close the cover. The tape advances to the proper position.
Feed Lever
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9 • Maintaining and Updating
E-Z Seal®
Sealing
Solution
Your mailing system displays a message telling you when your E-Z Seal®
Solution is running low. When you receive this message, your system can
still seal approximately 50 envelopes.
CAUTION:
Maintenance
•
Pitney Bowes recommends using E-Z Seal® Solution
because it helps keep your moistener tank clean and
improves sealing efficiency. To order E-Z Seal® Solution,
refer to Chapter 11, Supplies and Options in this guide.
Do not overfill the E-Z Seal® bottle.
•
•
Make sure you do not spill any solution in the tape well. If
the tape gets wet, it can warp and cause a jam.
Filling the
Moistener Bottle
1. Open the moistener cover
and lift out the flap moist-
ener bottle..
Moistener Cover
2. Remove the cap from the
bottle.
Moistener
Bottle
3. Add enough E-Z Seal® to
bring the level up to the
bottom of the fill cap.
4. Replace and tighten the
cap and return the bottle to
its original position.
5. Close the main cover.
Cleaning the
Moistener Brush
1. Move the tape lever to the
up position and open the
side door.
"
2. Pull the brush mecha-
nism forward and hold as
shown at right (A).
3. Remove the bruse case
as shown in the illustra-
tion at right (B).
4. Rinse the brush under
cold water, separating the
bristles to remove excess
glue and deposits.
!
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DM925™ Digital Mailing System Operating Guide
5. Place the brush in the
case, two or three teeth
away from the bottom.
The shorter bristles
Two to three teeth away from bottom
should be against the
solid side of the holder.
6. Return the case to the
brush mechanism and
close the side door
Short Bristles
7. Return tape lever to the
required position.
•
•
Wet Tape–Lever up
Dry Tape– Lever down
Replacing the
Moistener Brush
Follow steps 1 through 7 of Cleaning the Moistener Brush, but DO NOT
perform step 4.
Printer
Maintenance
The printer components, consisting of the printer nozzle, ink cartridge and
printhead, require minimum maintenance to ensure clean, clear meter
imprints on your mail.
If the print quality deteriorates and you cannot improve it with the proce-
dures in this chapter, contact the Pitney Bowes Help Desk. Refer to the
Pitney Bowes Contact Information List at the front of this guide for the
phone number.
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9 • Maintaining and Updating
Cleaning the
Printhead
Nozzles
If you notice the meter stamp is not printing completely and there are white
lines going through it, you will need to perform printer maintenance. First,
clean the printer nozzle.
1. Press the Menu key.
2. Select Maintenance.
3. Select Clean Printer Nozzle. The print engine performs a cleaning
cycle on the nozzles.
4. Select Print Test Pattern from the Maintenance menu to make sure
the print nozzles are cleaned and the meter stamp is of high quality. For
more information, see Printing a Test Pattern in this chapter.
Printing a Test
Pattern
You can print a test pattern to check the quality of the meter imprint without
spending any of your postage funds.
To print a test pattern:
1. From the IntelliLink® Control Center, press the Menu key.
2. Select Maintenance.
3. Select Print Test Pattern. The “Print Test Pattern” screen appears and
prompts you to “Press Tape or print an envelope”.
4. Load an envelope on the feed deck and press Start, or press Tape to
print on a tape.
5. Once the test pattern prints, the system asks you if the test pattern
printed correctly.
•
If the test pattern looks like the sample shown here, press the Yes,
Lines are unbroken screen key. Go to step 10.
Good Quality Test Pattern
•
If the test pattern has missing or incomplete lines as shown here,
press No, clean the print nozzle screen key. Go to step 7.
Poor Quality Test Pattern
6. The “Cleaning Print Nozzle” screendisplays until the cleaning operation
completes.
7. Once the cleaning operation completes, the “Print Test Pattern” screen
appears again.
8. Repeat steps 5 and 6 again. If the print pattern still has broken or miss-
ing lines, you may need to replace the ink cartridge (see Replacing the
Ink Cartridge) or printhead (see Changing the Printhead).
If the test pattern is ok, go to the next step.
9. Press the left arrow key to return to the postage screen.
9 - 6
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DM925™ Digital Mailing System Operating Guide
Replacing the
Ink Cartridge
“Low Ink - Order Ink” appears on the IntelliLink® Control Center main
screen when there is only enough ink for approximately 10 days of mailing.
You can choose to ignore this warning - refer to the Configuring Low Ink
Warning section in Chapter 5 in this guide.
Your actual ink usage will vary depending on whether you routinely print
advertisements or inscriptions and how may pieces of mail you print per
day.
“Low Ink” displays approximately two days before the ink runs out. You can
print about another 300 meter stamps or leave the mailing system running
for six days without printing. If you do not have a replacement cartridge,
order one now. Refer to Supplies and Options, Chapter 1 in this guide.
“Out of Ink” displays whenthere is no more ink left in the cartridge and your
mailing system stops printing. In order to resume printing you must change
the ink cartridge.
WARNING! Use Pitney Bowes ink cartridges to ensure best
printer performance. Other ink cartridges may cause: poor
print quality, rejected/returned mail and uncovered service
expenses.
WARNING! The ink in the cartridge may be harmful if swal-
lowed. Keep new and used cartridges out of reach of chil-
dren. Discard empty cartridges immediately.
WARNING! Do not remove the ink cartridge if the printhead is
not installed. If the ink cartridge and printhead are removed at
the same time, ink from theprint supply line willflow down the
tube and squirt from the needle in the ink cartridge holder out
into the printer and system interior.
WARNING! Make sure there is enough room to fully lift the
main cover without bumping the IntelliLink®
Control Center.
To replace the ink cartridge:
1. Lift up the main cover and
Tab
Ink Cartridge Lid
locate the inkcartridge lid.
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9 • Maintaining and Updating
2. Push the tab on the front
of the cartridge lid. Lift the
lid up and push toward
the back of the machine.
3. Remove the old ink car-
tridge by lifting it straight
up.
4. Insert the new cartridge with the grooved side facing you.
5. Close the ink cartridge lid and push down until it locks into place.
6. Close the main cover.
7. Print a test pattern to verify that you have installed the ink cartridge cor-
rectly (see Printing a Test Pattern in this chapter).
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DM925™ Digital Mailing System Operating Guide
Changing the
Printhead
If you have cleaned the printer nozzle and changed the print cartridge and
the meter stamp is still not satisfactory, replace the printhead.
CAUTION: Do NOT attempt to clean the printhead.
Instructions for replacing the printhead are included with each replacement
and are repeated here for your convenience.
1. Press the Menu key.
2. Select Maintenance.
3. Select Replace Printhead.
4. Open the main cover
Printhead Latch
and locate the printhead
latch.
5. Push the printhead tab
to the left. While continu-
ing to press the print-
head tab to the left, pull
the assembly forward as
shown here.
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9 • Maintaining and Updating
This exposes the print-
Printhead Cover
head cover.
6. Grasp the printhead
cover and pull as shown
here.
Printhead Standoff
7. Grasp the printhead
stand-off and lift the
printhead up and out.
8. Discard the old print-
head.
9. Locate the new print-
head and remove the
protective cover.
10. Install the new printhead
in the printhead slot.
11. Close the printhead
cover and push the print-
head latch back until you
hear it click into place.
12. Close the main cover.
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DM925™ Digital Mailing System Operating Guide
Changing the
Wiper Blade
Assembly
When you change the printhead, you must also replace the wiper blade
assembly.
Instructions for replacing the wiper blade assembly are included with each
replacement and are repeated here for your convenience.
1. From the IntelliLink® Control Center, press the Menu key.
2. Select Maintenance.
3. Select Replace Wiper Blade Assembly.
The “Preparing Wiper Blade” screen appears. During this time, the sys-
tem moves the printhead assembly back so that you can access the
wiper blade assembly.
4. Lift the main cover and
locate the wiper blade
assembly.
5. Locate the small black
lever behind and next to
the wiper assembly.
Wiper blade assembly
6. Push the lever to the
rear of the machine to
release the wiper.
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9 • Maintaining and Updating
7. Slide the assembly to
the left and lift it out.
8. Remove the new wiper
blade assembly fromthe
package.
9. Place the new wiper
blade directly into the
wiper blade slot with the
shaft end to the right.
Slide the wiper blade to
the right until it clicks
into place.
9. Close the main cover.
Performing
Updates or
Adding
Your IntelliLink® Control Center can remotely turn on features or download
graphic files to print on envelopes. To activate a new feature, feature
upgrade, or to download an envelope advertisement or inscription, you will
be instructed by a Pitney Bowes representative to connect to the
IntelliLink® infrastructure.
Features
NOTE: You must first purchase a new feature and graphic before downloading
it remotely.
Ensure your system is connected to a LAN or phone line as you do when
refilling postage.
To initiate this process, simply follow the steps to “Get Update Now.”
1. Press the Menu key.
2. Select Set Up, then press the down arrow key and select Updates and
Add-Ons.
3. Select Check for Updates. The Requesting Update... screen appears.
4. Once the system has connected with Pitney Bowes, the Software
Update Available screen appears. Select Get Update Now.
NOTE: You have 15 seconds to select this option. If you do not select the
option within 15 seconds, the system will proceed with download process.
When the download process is complete, the system will return to the Main
screen. Advertisements and inscriptions are added to the memory of your
system, and will be listed on the display under Meter Stamp Options. New
features and feature upgrades will be resident in the software capabilities of
your system, and can be selected from appropriate menus.
9 - 12
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10 • Troubleshooting
Printing Problems............................................................................. 10-13
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10 • Troubleshooting
How to
This chapter contains a list of problems you may encounter while using
your DM Series™ System.
Troubleshoot
your Mailing
System
Review the problems and if you are unable to find a solution, call the Help
Desk or youcan schedule a request for service at our web site. Refer to the
Pitney Bowes Contact Information List at the front of this guide for the
phone number of the Help Desk and the web site addresses.
Width Sensor
Warnings
When mail is run in W-O-W® mode, the width sensor(s) used for Oversize
and Dimensional Rating are tested automatically. If the system detects a
problem with the sensor(s), the following warning message displays on the
IntelliLink® Control Center, indicating that the Width Sensor is not func-
tional:
“The sensor that checks mail width is not operational.
Disable width sensor and continue weighing mail?”
•
•
Select Yes, Disable Width Sensor to disable the sensor and continue
processing mail in W-O-W® mode without Oversize detection.
Select No, Select Another Mode to select another mode such as Key
In Postage or Seal Only to process other mail types until a service rep-
resentative arrives.
Contact the Help Desk if you receive a width sensor warning on your mail-
ing system.
Hopper
Sensitivity
Adjustments
The Hopper Sensitivity adjustments improve mail piece sensing capabilities
on the mailing system, eliminating the need to press down on the hopper
mail stack to activate the feeder.
1. Press the Menu key.
2. Press the down arrow key and select Adjust Feeder Deck Sensor.
•
•
•
Press the right arrow key to view specific instructions about sensi-
tivity adjustments.
Select Increase by 1 to increase the sensitivity of the Hopper Sen-
sor.
Select Return to Factory Default to set the Hopper Sensor to the
default setting.
3. Press Enter when done.
10-2
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DM925 Digital Mailing System Operating Guide
Ink Waste Tray
Full Warning
The Ink Waste Tray Full Warning appears when you power up or exit sleep
mode on the mailing system. It indicates that the ink waste tray is
approaching maximum capacity. Contact your customer service represen-
tative to schedule replacement of the ink waste tray.
WARNING! Failure to replace full inkwaste tray will result in ink
leakage, causing system damage.
INK WASTE TRAY FULL WARNING
Ink Waste Tray is near full. Ink leakage may occur.
Please contact service.
OK
Error: Waste Tray Full-Call Srvc
Select OK to return to the main screen. While you can continue to process
mail, the “Waste Tray Wrng-Call Servc” message will appear in the main
status area of the main screen until the ink waste tray is replaced. The ink
waste tray must replaced to prevent system damage.
The Ink Waste Tray Full Alert indicates that the ink waste tray has reached
maximum capacity and must be replaced. If the Ink Waste Tray Full Alert
appears, and you have not already done so, contact your customer service
representative to schedule replacement of the ink waste tray.
INK WASTE TRAY FULL ALERT
CONTACT SERVICE IMMEDIATELY.
Failure to replace full ink
waste tray will result in ink leakage,
causing system damage.
OK
Error: Waste Tray Full-Call Srvc
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10 • Troubleshooting
Envelope Sealing Problems
Description
Possible Causes
Solution
Envelope(s) not seal- No E-Z Seal® Sealing
Remove the E-Z Seal® solution bottle and refill or
reposition the bottle.
ing or not sealing
properly
Solution in the bottle, or
bottle is placed incorrectly. Refer to the E-Z Seal® Maintenance section in Chap-
ter 10 of this guide.
Moistener brush is dirty or
worn.
Replace or clean the moistener brush. Refer to the
Cleaning or Replacing the Moistener Brush section in
Chapter 10 of this guide.
Envelopes are not posi-
tioned on the feed deck
correctly..
•
Open the envelope flaps and place in slot
between feed deck and rear wall..
Place open envelope
flaps in slot
Envelope(s) not seal- Envelope flap dimensions
Use envelopes with flap depths between 1" and 3 7/8"
(5.4 mm and 98.4 mm).
ing properly
are not within the accept-
able range.
Flap Depth
Seal Only mode is
not working.
Moistening bottle is out of
E-Z Seal® Sealing Solu-
tion.
Refill moistening bottle with E-Z Seal® Sealing Solu-
tion.
Envelopes not correctly
placed in slot.
Make sure envelope flaps are placed behind the feed
deck into slot.
Sealing solution is
leaking.
Solution bottle cap not
secured tightly.
Tighten the solution bottle cap.
Solution was poured
directly into the tank or
there is a leak in the solu-
tion tubing.
Call the help desk. Refer to the Pitney Bowes Contact
Information List in this guide for more information.
10-4
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DM925 Digital Mailing System Operating Guide
Envelope Feeding Problems
Description
Possible Causes
Solution
More than one enve- Too many envelopes are on the
•
•
Remove some of the envelope and test
with a smaller stack.
Slant the envelopes slightly to the left (shin-
gled).
lope is feeding.
feed deck; envelopes are not
stacked properly on the feed deck.
•
Put thinner envelopes on top of thicker
envelopes in feeder.
Envelopes are too thick/thin for
feeder adjustment, or thickness
adjustment knob is set improperly.
Adjust the thickness adjustment knob to corre-
spond to the envelope thickness.
•
For thicker pieces of mail (3/8” to 5/8”), or
mail containing several inserts, use the
thick mail setting. For most mail under 3/8",
use the normal mail settings.
OR
Thickness adjustment knob is set
too wide.
•
For large stacks of thin mail, such as single
inserts or post cards, the thin mail setting
may be needed for better performance. .
Normal Mail Setting
Thick Mail
Setting
Thin Mail
Setting
Backstop is too close and is forc-
ing mail into the feeder.
Readjust backstop and restack mail.
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10 • Troubleshooting
Envelope Feeding Problems
Description
Possible Causes
Solution
Envelope(s) getting
jammed
•
Envelopes dimensions are
outside the acceptable range
(piece of mail is too thick,
pieces of mail are incorrect
size, etc.) for mailing system.
Feeder adjustment is set too
high.
Refer to the Specifications section in this guide
for the acceptable envelope dimensions.
To clear a jam in the feeder area:
1. LIft the feeder cover.
2. Lift the feeder roller jam release levers and
remove the piece of mail.
•
Jam Release Levers
To clear a jam in the transport area:
1. Lift the main cover.
2. Pull the transport jam release lever to the
left until the assembly lifts up.
Transport Jam
Release Lever
Transport assembly lifts up.
3. Remove the piece of mail.
4. Push the transport deck back to its original
position until it snaps into place.
If condition persists adjust the thickness adjust-
ment knob for less tension (see procedure in
this chapter).
10-6
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DM925 Digital Mailing System Operating Guide
Tape Feeding Problems
Description
Possible Causes
Solution
Tape jamming in the
cutter.
Tape pieces or paper slivers are
blocking the knife path.
Clear pieces from the knife path. If problem
continues, call for service.
Tape is catching on moistening
brush.
Remove tape brush and reset in its holder to an
appropriate lenght.
To adjust brush, move
to the left.
Tape jamming.
Pressure sensitive tape only:
Adhesive is extending beyond
tape backing.
When loading pressure sensitive tape, be sure
entire tape edge at feed roller is covered with
protective backing.
Leading edge of tape roll is torn or Remove tape from under roller. Cut tape for
folded under the tape roller.
straight edge. Reinsert tape leading edge under
roller and ensure it is not crimped or folded.
Jam is on tape roller.
Remove tape from roller, clear materials from
roller path and reinsert tape.
Tape track is dirty or clogged.
Adhesive is on track.
Call the Help Desk for help clearing the tape
track. Refer to the Pitney Bowes Contact Infor-
mation List in the guide for more information.
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10 • Troubleshooting
Tape Feeding Problems
Description
Possible Causes
Solution
Tape does not
remove easily.
Tape is sticking to dried glue on
moistening brush.
Remove brush and clean under cold water.
Refer to the Moistener Maintenance section in
Chapter 10, Maintaining and Updating for more
information.
Tape error mes-
sages display, but
tape is feeding and
exiting.
Internal problem.
Turn power off and back on. If problem persists,
call for service.
Gummed tape is not
wet.
Tape is inserted upside down.
Remove roll tape and install tape as shown in
the Tape Maintenance section in Chapter 10,
Maintaining and Updating.
Wet/dry tape lever is set to dry
position.
Move wet/dry lever up to the wet position.
(Lever down is dry position.)
No solution in bottle.
Refill the moistener bottle.
Moistener Cover
Moistener
Bottle
10-8
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DM925 Digital Mailing System Operating Guide
Tape Feeding Problems
Description
Possible Causes
Solution
Gummed tape is not
wet.
(continued)
Brush not out far enough to reach 1. Open the side cover door.
tape.
2. Tilt out brush holder with one hand and
hold..
"
!
3. Remove the brush.
4. Pull out brush and readjust to longer length.
5. Reinstall brush and release holder to return
original position
Valve in moistener bottle cap is
not working.
Call the Help Desk. Refer to the Pitney Bowes
Contact Information List in the guide for more
information
Low E-Z Seal® Sealing Solution
message is not working.
Call the Help Desk. Refer to the Pitney Bowes
Contact Information List in the guide for more
information
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10 • Troubleshooting
Tape Feeding Problems
Description
Possible Causes
Solution
Adhesive tape gets
wet.
Wet/dry lever set into wet position. Set wet/dry lever down to dry position.
Moistener brush is set too high.
Remove tape brush and reset at a lower posi-
tion in its holder.
To adjust brush, move
to the left.
10-10
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DM925 Digital Mailing System Operating Guide
IntelliLink® Control Center Problems
Description
Possible Causes
Solution
IntelliLink® Control
Center does not
respond when
removed from sys-
tem.
No power is going to IntelliLink®
Control Center.
•
Make sure the AC adapter is plugged into
the back of the control center.
Test the outlet to make sure it has power.
•
If the problem persists, call the Help Desk.
Refer to the Pitney Bowes Contact Information
List in this guide.
Unable to access
display, or keyboard
does not respond.
The system is currently in the
maintenance mode.
Allow system to complete maintenance opera-
tion.
Display is hard to
read.
Adjust the display contrast.
Adjust the display contrast; refer to Adjusting
the Display Contrast section in Chapter 5.
Blank screen.
IntelliLink® Control Center is not
locked into place properly.
Remove the IntelliLink® Control Center and
reposition it.
1. Slide release lever forward to release
IntelliLink® Control Center.
2. Slide IntelliLink® Control Center back into
place until you hear it click.
Cannot set postage
amount.
Postage amount entered at the
IntelliLink® Control Center equals
or exceeds the high value warning
limit. A high value warning dis-
plays.
•
•
Press Enter to accept the high value, OR
Enter lower postage amount.
Mailing system did not recognize
IntelliLink® Control Center when
turned on.
Turn the mailing system off. Wait 30 seconds
and turn it on again to re-initialize the
IntelliLink® Control Center.
The IntelliLink® Control Center is
Do a zero-value refill to fulfill inspection require-
locked due to required inspection. ments.
Insufficient funds.
Download funds from the Postage By Phone®
Meter Payment System. SeeChapter 6, Adding
Postage.
IntelliLink® Control Center or
mailing system is not functioning
properly.
Call for service.
Modem refill fails
Wrong Postage By Phone® Meter To enter correct telephone number:
with Intellilink® Con- Payment System telephone num-
1. Press Setup key.
trol Center on or off
mailing system.
ber entered in set up.
2. Select Phone Setup.
3. Select Refill Phone Number.
4. Enter correct number: 1.800.590.4857.
Refill amount exceeds the funds
in the account.
1. Press the Funds key to obtain a balance of
your account
2. Select Get Postage By Phone Balance.
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10 • Troubleshooting
IntelliLink® Control Center Problems
Description
Possible Causes
Solution
Wrong ad or inscrip-
tion, yet appears in
menu list.
Mailing system is reset to factory
default mode.
1. Select desired graphic.
2. Push the Menu key.
3. Select Meter Stamp Options.
4. Select Advertisements or Inscriptions.
5. Change the Normal Preset Timeout. See
Chapter 5, Mailing System Setup for more
information.
Weigh-On-The-Way® Problems
Description
Possible Causes
Solution
No postage was
printed on the piece
of mail.
•
•
Mail is too heavy for selected
class, OR
Mail is too light for selected
class.
Select a new class. Press Start to continue.
Negative weight or
calibration error.
W-O-W® scale not at zero weight. Press the Menu key and select Zero Scale.
If not resolved, call for service.
Invalid weight.
Weight is invalid for selected
class.
Select a new class. Press Start to continue.
Unstable weight.
Scale cannot define weight.
Be sure system is steady. Make sure there is
not air movement over and around the system.
W-O-W® won’t dis-
play zero.
•
•
•
•
Vibration interference
occurred on the table.
Something is touching weigh-
ing area or machine exit.
Wind current over platform
from fan, air duct.
Press the Menu key and select Zero W-O-W®.
Tapping mail on machine
cover.
Scale won’t display
zero.
•
•
•
Vibration interference
Press the Menu key and select Zero Scale.
occurred on the table.
Something is touching weigh-
ing area or machine exit.
Wind current over platform
from fan, air duct.
Re-zero failed.
Scale cannot define zero weight.
Call for service.
10-12
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™
DM925 Digital Mailing System Operating Guide
Printing Problems
Description
Possible Causes
Solution
No postage is print-
ing.
The Postage Mode is set to Seal
Only.
From the IntelliLink® Control Center, press the
Mode key and select the appropriate postage
mode option displayed on the screen.
Refer to the Selecting the Postage Mode sec-
tion in Chapter 4 in this guide.
Postal Inspection isrequired. Your Add postage. If you do not need to add postage
mailing system performs an auto- at this time, simply log onto the Pitney Bowes
matic postal inspection every time Data Center and check for updates. The sys-
you do a refill. If you have not
done a refill in the last 10 days,
you will not be able to print post-
age.
tem will automatically perform a meter inspec-
tion.
Your postal rate or special service Enter the ZIP Code or Zone. Refer to the Enter-
requires a ZIP Code or Zone.
ing ZIP Codes and Zones section in Chapter 4
in this guide.
Meter imprint is out
of alignment.
Envelope is skewing on the feed
deck.
•
•
Check for objects in the mail path.
Adjust the thickness adjustment knob to
correspond to the envelope thickness. For
thicker pieces of mail (3/8” to 5/8”), or mail
containing several inserts, use the thick
mail setting. For mail containing only single
inserts, or for postcards, use the normal
mail setting.
Normal Mail Setting
Thick Mail
Setting
Thin Mail
Setting
•
Adjust the side guide, if this option is
installed.
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10 • Troubleshooting
Printing Problems
Description
Possible Causes
Solution
Meter imprint is
streaked or
The printer nozzle requires main-
tenance.
Clean the printer nozzle and run a test print as
described in Chapter 10 in this guide.
incomplete; poor
print quality:
You need to change the print-
head.
If you have already cleaned the printer nozzle
and this fails to correct the problem, you need
to change the printhead.
Refer to the Changing the Printhead section in
Chapter 10.
Meter imprint
smudges after
changing printhead.
Envelope or tape is contacting the
printhead.
•
•
Reinstall the printhead. Be sure it is prop-
erly seated in position.
Check the mail path for foreign objects or
dust and remove, if present.
Low ink warning
does not display, but
system does not
print.
•
•
•
The ink nozzle may be
clogged.
Ink supply system drained
back into cartridge.
Defective printhead.
•
•
•
Clean print nozzle several times.
Print test pattern.
If print quality does not improve call for ser-
vice
Paper in transport.
Misfeed.
Transport sensor may be blocked,
or dust is present on sensor.
•
Lift the cover and remove the piece of mail
from the mail path.
Clean dust off of sensor.
•
•
•
•
Piece of mail may have fed
incorrectly into system.
Thickness adjustment knob is
at incorrect setting.
Adjust the setting of the thickness adjust-
ment knob.
Check all mail in the stacker to make sure
postage has printed. If meter stamp is miss-
ing, run a piece of mail through again.
•
Skew occurred.
•
•
•
Piece of mail may have been
slanted or tilted.
Thickness adjustment knob is
at incorrect setting.
Light mail/postcard selection
knob is at incorrect setting.
•
•
Check all mail in the stacker to make sure
postage has printed.
Adjust the setting of the light mail/postcard
selection knob.
10-14
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™
DM925 Digital Mailing System Operating Guide
Postage Refill Problems
Description
Possible Causes
Solution
Refill operation fails
when IntelliLink®
Control Center is on
or off the mailing
system
Phone line is not connected to an Reconnect the phone line to the back of the
analog line or is loose.
IntelliLink® Control Center.
Phone cord is damaged.
Check phone cord for damage (cuts or crimps)
and replace if necessary.
Problem with the phone line.
Test the main phone outlet and repair if neces-
sary.
You are using the wrong Postage
By Phone® Meter Payment Sys-
tem telephone number.
Contact the Help Desk for correct number.
Refer to the Pitney Bowes Contact Information
List in this guide for the phone number of the
Help Desk. The Help Desk may also provide
you with a local number to use for Postage By
Phone® System.
To change the Postage By Phone® System
number, refer to Phone/Network Set Up: PB
Phone # section in Chapter 5 of this guide.
Refill amount exceeds the funds
in your account.
Check your account balance. Refer to the sec-
tion Checking Your Postage By Phone® Meter
Payment System Account in Chapter 6 of this
guide.
Internal problem with the
IntelliLink® Control Center.
Contact the Help Desk for correct number.
Refer to the Pitney Bowes Contact Information
List in this guide for the phone number of the
Help Desk.
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10 • Troubleshooting
Getting Help
There may be times when you need help to solve a problem, or you may
want more information about how your mailing system works. Pitney
Bowes provides several information resources. See Chapter 1, Read This
First for a description of these resources.
If you are unable to find a solution for your problem, you can visit the our
web site or call for service. Refer to the Pitney Bowes Contact Information
List at the front of this guide for all contact phone numbers and web
addresses.
Before you call make sure you have the following information which is
located under the main cover on the inside rear panel of the system:
•
Your product name: DM925™ Digital Mailing System and model num-
ber.
•
Your serial number.
Also be ready to explain:
•
•
•
•
The nature of your problem.
What happens and when does it happen.
The error message displayed (if there was one).
The steps you have already taken to solve the problem and the results.
10-16
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11 • Supplies and Options
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11 • Supplies and Options
Ordering
Supplies
You can order supplies through the Pitney Bowes Supply Line™, or you
can order from the Pitney Bowes web site. Refer to the Pitney Bowes
Contact Information List at the front of this guide for the Pitney Bowes Sup-
ply Line™ phone number and the web site addresses. The Pitney Bowes
web site features a wide assortment of genuine Pitney Bowes supplies at
attractive prices. You can take advantage of special quantity pricing and
online discounts.
Ordering a
Pitney Bowes
Supply Catalog
You can order a Pitney Bowes Supply Line™ Catalog. Refer to the Pitney
Bowes Contact Information List at the front of this guide for the Pitney
Bowes Supply Line™ phone number.
Consumables You Can Order
Ink Cartridge
Ink Cartridge, 1-pack
767-8
WARNING! Use Pitney Bowes ink cartridges to ensure best
printer performance. Other ink cartridges may cause: poor
print quality, rejected/returned mail and uncovered service
expenses.
Pressure Sensitive Tape
5” - Box of 3 rolls
4” - Box of 3 rolls
Gummed Tape
5” - Box of 6 rolls
627-8
610-7
627-2
E-Z Seal® Sealing Solution
(4) 8oz Envelope Moistening Bottles
(4) 10oz Tape Moistening Bottles
(4) Half Gallon Bottles, refill
603-1
603-2
608-0
Printhead Kit
and Wiper
Blade
Printhead and Wiper Blade Replacement
Kit (includes 1 printhead and wiper
blades)
771-1
771-2
Wiper Blade Replacement, 1 per box
Replacement
11 - 2
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DM925™ Digital Mailing System Operating Guide
USPS
Confirmation
Services Labels
Delivery Confirmation Labels:
639-6
639-9
639-5
Signature Confirmation Labels:
E-Certified Labels
USPS Confirmation Services Request Book: 640-7
Accessories
You Can Order
Advertisements and Inscriptions
A number of advertisements and inscriptions are included with your mailing
machine. Call the Pitney Bowes Supply Line™ for a catalog at or visit our
web site:
•
•
to order additional advertisements or inscriptions, or
to get information about customized advertisements or inscriptions.
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11 • Supplies and Options
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12 • Specifications
Equipment Specifications....................................................................... 12-2
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12 • Specifications
Equipment Specifications
Dimensions.
Length without a Drop or Power Stacker
Length with a Drop Stacker
45 in. (114cm)
52 in. (131.9cm)
Length with a Power Stacker
74.5 in. (189.23cm)
91 in. (231.14cm) when stacker is fully extended
Width
22 in. (55.9cm)2
19 in. (48.3cm)2
Height (cover closed)
Power and Compliance
Power
100-240 VAC
Compliance
UL 1950, UL listed
Operating Conditions
Temperature Range F (C)*
*Temperature will vary depending on the mate-
rial used
Minimum: 40 (04)
Maximum: 109 (43)
BTUs per hour
Printhead Life
Approx. 1270
1,000,000 cycles
Capacities and Features
Feeder Type
Automatic
EZ Seal® Sealing Solution Fluid Sensing
Ink Capacity
Warning message for low fluid level of EZ Seal®
45,000 pieces with no advertisements, permits, or inscrip-
tions
30,000 pieces with advertisements, permits, or inscriptions
1.5 years shelf/installed life
Ink Usage Messages
•
Order Ink - This message indicates that there are
approximately 10 days of ink remaining. This message
is drop count controlled and calculated by a chip within
the print head carriage.
•
Low Ink - This message indicates that there are approx-
imately 2 days of ink remaining. This message is drop
count controlled and calculated by a chip within the print
head carriage. Approximately 5 days of printing remain
before the Ink Out message appears.
•
Ink Out - When this message appears, the mailing
machine stops. This function is controlled by the S2
sensor needles that protrude into the bottom of the ink
cartridge.
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DM925™ Digital Mailing System Operating Guide
Internal Modem
33.6 Kbytes/sec
Telephone Cord for Analog Line
Advertisements
26 AWG or smaller
Up to 10 custom advertisements plus preloaded advertise-
ments (see Chapter 12 in this guide for a list of the pre-
loaded advertisements).
Inscriptions
Up to 20 custom inscriptions plus preloaded inscriptions
(see Chapter 12 in this guide for a list of the preloaded
inscriptions).
Permit Mail Image
Maximum number of images is 3. Maximum identifying
image name length is 15 characters. (An option you may be
able to purchase. Not available on all systems.).
Optimum Performance (Throughput)
Mail Processing Speed Maximum Pieces per Minute (PPM)
Model*
DV00
DV01
In W-O-W® Mode
up to 120 PPM
N/A
In Non-W-O-W® Mode
up to 250 PPM
up to 250 PPM
* Model numbers are on labels located under the main cover on the real panel of your mailing system.
The actual throughput of the system varies depending on the material processed, system condition,
and operator skill.
•
•
Gummed tape throughput 35-40 tapes per minute, depending on the model.
Adhesive tape throughput is 40 tapes per minute with meter stamp only and 35 tapes per minute
with advertisements and inscriptions.
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12 • Specifications
Accounting Features
INVIEW™ Accounting
•
•
•
•
Up to 100 accounts
Up to 15 operators
2 custom reports
Up to 4,000 transactions
Optional Budget Manager
•
•
•
•
•
•
Up to 3000 accounts
Up to 50 operators
1-32 custom carriers
1-50 custom class/fee
1-15 custom reports
10,000 to 15,000 tranactions
Mailing Materials
Envelope Dimensions
Minimum
(refer to envelope measurement figure)
3.5 in. x 5 in. (88.9mm x 127mm) postcard size.
Maximum
13 in. x 15 in. (330mm x 381mm) without W-O-W
13 in. x 13 in. (330mm x 330mm) with W-O-W
Envelope Flap Depth for Sealing
Minimum
1 in. (25.4mm)
Maximum
3-7/8 in. (98mm)
Envelope Thickness
Minimum 0.007 in. (0.18mm)
Maximum: 3/4 in. (18mm)
Acceptable Envelope
Materials Include
•
•
•
•
Standard envelope paper
Self-mailers
Tri-fold mail
Pre-sealed envelopes
Envelope Flap
Profiles
•
•
•
Commercial (square and baronial)
Executive
Monarch
Weight of the Piece of Mail
Tape Roll Width
•
•
5 lbs. (2.27kg) maximum for each piece
(Non W-O-W®)
2lbs. (.90kg) maximum for each piece (W-O-W®)
•
•
1 1/17 in. (36mm) wide
4.5 (114.3 mm) or 5 inch (127 mm) rolls
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DM925™ Digital Mailing System Operating Guide
15 in. (381 mm)*
3 7/8 in. (98.4mm)
Maximum
13 in.
(330 mm)
5 in. (127 mm)
1 in. (25.4 mm)
3.5 in.
(88.1
mm)
Minimum
*maximum without W-O-W®; 13 in. (330mm) maximum with W-O-W®
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12 • Specifications
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A • Glossary
Glossary
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A • Glossary
Accounting
A feature of the mailing system that allows you to charge postage to individ-
ual accounts.
AccuTrac™ Mail
Accounting System
A Pitney Bowes mail accounting system software application that allows
you to record postage transactions to track costs so you can charge these
costs to accounts or customers.
Advertisement
Alpha Keyboard
Alphanumeric Text
Arrow keys
Advertisements contain messages and graphics you can print next to the
meter stamp.
The part of the keyboard used to enter accounts and other set up informa-
tion.
Text consisting of alphabetic and numerical symbols that can include punc-
tuation marks and other conventional symbols.
The keys you can use to move to new menus, scroll through menus, and
select options.
Art Card Slot
This slot is on the right side of theIntelliLink® Control Center on the mailing
machine and accepts the plug-in art card . The art card contains ads,
inscriptions, and permits.
Barcode
A series of vertical bars and spaces that represent a correct ZIP code for
the delivery address on a piece of mail.
Budget Manager
This is an optional enhanced accounting package you can acquire for your
DM Series™ Digital Mailing System. It allows you to create and more
accounts with higher levels of detail.
Business Manager
Business Manager is an enterprise accounting system that allows you to
capture and manage postal transactions from the several different Pitney
Bowes meters, mailing machines, and mailing systems. You can manage
all systems from a single host PC that is running the Business Manager
application.
Calibrate
The action performed which sets the scale at zero in order to assure accu-
racy.
Carrier
The service that delivers your mail such as the USPS or Federal Express.
Certified Mail
Certified Mail is aservice offered by the United States Postal Service® for a
fee in addition to postage. Sending Certified Mail provides a delivery record
that the Postal Service maintains for a period of two years. For additional
Certified Mail options, see Return Receipts or Restricted Delivery in this
glossary.
Certified Mail Rates
Class Key
Please refer to the USPS web site at www.usps.com for rates.
Enables you to select the correct class for your mailing (e.g. First Class,
Priority, Express Flat Rate).
Clear Key
Press to clear an entry or if no data has been entered press to take you to
the previous screen.
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DM925™ Digital Mailing System Operating Guide
Communications Port
Control Center
Place to connect an optional Pitney Bowes scale, printer, or a PC.
The IntelliLink® Control Center is the module mounted on top of the mailing
machine that contains the graphic display, function keys, alpha, and
numeric keys and the Postal Security Device (PSD).
Data Exchange
Importing account information to a program on your PC.
Delivery Confirmation
Delivery Confirmation is a service offered by the United States Postal Ser-
vice® that allows you to verify the date and time of delivery of your mail or,
if the delivery was unsuccessful, the date and time of the delivery attempt.
The service is currently available for Priority Mail and Package Services,
which includes Parcel Select, Parcel Post, Bound Printed Matter, Special
Standard Mail and Library Mail.
You may combine Delivery Confirmation with other services such as COD,
insured mail, registered mail, parcel airlift (PAL) or special handling.
There is no charge for Delivery Confirmation when you ship by Priority Mail
and provide an electronic file to the Postal Service. There is a per piece
charge when you ship Package Services using the electronic option. To get
the latest fees, go to www.usps.com and search for "Delivery Confirmation".
Differential Weighing
The weighing mode that allows you to put all of the mail on the scale, then
remove each piece one at time. As you remove each piece, the system cal-
culates the weight and prints postage (either on envelopes or tapes). This
saves time by eliminating the need to place each piece individually on the
scale.
Error Message
An indication that notifies the operator of a disabling event (i.e, out of ink).
External Device Port
A plug on the machine that allows you to connect an optional external
device, such as a scale or a PC.
E-Z Seal® Sealing
Solution
The envelope moistening solution you can order from the Pitney Bowes
Supply Line™.
Feed Deck
The area of the mailing machine where you feed the envelopes.
FIM (Facing Identifi-
cation Mark)
A series of five or six vertical bars used by automated postal equipment to
identify, orient, and separate reply mail.
Funds
The amount of money in your Postage meter (Postal Security Device -
PSD).
Funds Key
Press to get information about funds used in a job, add funds to yourmeter,
enter new refill amounts or get Postage By Phone® Meter Payment System
balance.
High Value Warning
A warning that you have entered a postage value above the value that you
have entered into the system as your maximum allowable amount. This
feature prevents you from accidentally printing more postage than you
need.
Indicia
See Meter Imprint.
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A • Glossary
Ink Cartridge
Inscription
Cartridge containing the ink used to produce the meter stamp.
An optional message, such as “First Class” or “Non-Profit,” that prints verti-
cally to the immediate left of the postage imprint.
Inspection
A meter check required by the USPS.
Insufficient Funds
A warning message that alerts you when you attempt to use more postage
than is currently in your Postage Meter (Postal Security Device - PSD).
IntelliLink® Control
Center
See Control Center.
Jam Release Lever
Lock Code
Relieves the tension along the feeder path.
A code that locks the mailing system with a four digit password preventing
unauthorized use of your meter.
Low Funds Warning
You may set your machine to warn you when your funds go below a speci-
fied amount.
Menu Key
Meter
Press to view the main settings and options available.
See Postal Security Device.
Meter Imprint (or
Meter Stamp)
Postage stamp printed directly on a piece of mail or tape using a meter
device in place of traditional glue or adhesive affixed stamps. This type of
postage requires a special form of indicia called an “information based indi-
cia” (IBI). The US Postal Service’s IBI Program (IBIP) is the program that
makes printing of postage by a meter device possible.
Mixed Mail
Mode Key
Modem
Mail consisting of varying lengths and widths.
Press to choose from a variety of mail processing modes.
That part of the mailing system that dials the Pitney Bowes Postage By
Phone® Meter Payment System center and transfers information over the
phone.
Numeric Keys
The part of the IntelliLink® Control Center that you use to enter amounts
and numbers.
Password
Permit
See Supervisor Password.
A permit is a special postal mark used instead of the usual meter stamp
imprint. You open a permit account at the Post Office. These permits pro-
vide you with special processing or discount rates.
Postage by Phone®
System
The Pitney Bowes system that allows you to purchase postage over the
phone line.
Postage Meter
See Postal Security Device.
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DM925™ Digital Mailing System Operating Guide
Postal Security
Device (PSD)
The PSD contains the funds and performs all of the calculations necessary
to print meter stamps that comply with the latest USPS standards. The PSD
is contained in the DM Series™ Digital Mailing System IntelliLink® Control
Center.
Postage Tape
Presets
Tape on which reports or meter stamps are printed when a piece of mail is
too large or small, or too fragile to run through the mailing system.
A combination of mailing system settings you create and name so that you
can call them up as a named preset thereby eliminating the need to enter
each setting whenever you use this combination of settings.
Printer Nozzle
Prompt
The mechanism in the print engine that sprays the ink onto the envelope or
tape.
A displayed message requesting you to respond to a choice, condition, or
action.
Quick Refill
This refill repeats the same amounts of the previous refill.
Changing of the postal rates by the USPS.
Rate update
Reports Key
Return Receipts
This key allows you to view a or select a report to print.
A return receipt for Certified Mail serves as a legal document proving the
date and time when the recipient took possession of the piece of mail. You
fill out a return receipt postcard and the Postal Service sends the green
return receipt postcard back to you, the sender.
Restricted Delivery
Screen Keys
Restricted Delivery for Certified Mail requires your USPS carrier to deliver
only to the person you specified. This person must sign for the mail.
The five keys directly to the left of the display screen that allow you to
select options from the menus displayed on the screen.
Seal Key
Press if you want to seal your envelopes without applying postage.
Shape Based Rating
Shape based rates are USPS® rates that are based on the weight and
dimensions (thickness, length, width) of the mail piece. All new DM
Series™ mailing systems have been updated to support this rating struc-
ture.
Shingle
A way to arrange pieces of mail in stepped positions for feeding, so that the
mail is accepted one at a time.
Side Guide
The moveable guide at the front of the feed deck used to stabilize the enve-
lope position when feeding it.
Signature
Confirmation
A signature proof of delivery service which provides mailers with the signa-
ture and text name of the recipient, along with the date, time, and ZIP Code
that is provided with Delivery Confirmation. Actual signatures can be easily
obtained from the USPS via fax or mail. This service meets the needs of
mailers who require a signature for high-value shipments, legal require-
ments, or who are specifically concerned with avoiding fraud. For security
purposes, digital signatures are not publicly displayed on the web site.
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A • Glossary
Signature Confirmation may be combined with special services. To get the
latest fees, go to www.usps.com and search for "Signature Confirmation".
Sleep Timer
Stacker
The mode that the mailing system automatically enters after a certain
period of inactivity.
The holder at the end of the feeder path where mail is deposited. Two types
of stackers are available: tabletop drop-stacker and power-stacker.
Supervisor Password
Tape Exit
Code that restricts access to certain mailing system operations.
Location where the tape comes out of the right side of the mailing system.
The pattern printed during a test to show the clarity of the meter imprint.
Test Pattern
Thickness
Adjustment Knob
Adjusts the tensionto accommodate the thickness of the pieces of mail you
are feeding.
Tyvek®
USPS
A plastic material used for envelopes.
The Unites States Postal Service.
Weigh-On-The-Way®
(W-O-W®)
A mail weighing mode that weighs mixed mail as it passes along the feed
deck and applies the appropriate postage.
Wiper Blade
ZIP Code
Part of the printing assembly that wipes excess ink off the printhead.
A ZIP Code is a numeric code used by the USPS to identify general and
specific geographic areas in the United States.
ZIP+4 Code
A 9-digit numeric code incorporating the original 5-digit ZIP Code, a
hyphen, and 4 additional digits. The first 5 digits identify the delivery office.
The 4-digit add-on identifies specific delivery segments.
A - 6
SV62207 Rev. B
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Index
description and location 2-9
Analog phone line connection 6-5
Arrow keys
description and location 2-8
Attached scale
when to use 4-5
Attached scale - autotape mode
how to use 4-14
A
AC adapter
connector location 6-5
Accessories
description 2-4
Account speed code list report 7-32
Accounting set up report 7-31
Accounts
Attached scale mode
Auto Refill Amount 6-8
checking Postage By Phone balance 6-6
deselecting 4-17
Accounts (INVIEW™)
account structure 7-13
clearing account data 7-9
creating accounts 7-14
adding a subaccount 7-14
adding a subsubaccount 7-14
deleting an account 7-15
enabling operator passwords 7-10
enabling operators 7-10
reporting options
B
Barcode scanner
configuring 5-28
Barcodes
using for USPS Confirmation Services 4-24
Batch count
clearing or resetting 4-34
location on main screen 2-10
Budget Manager
including active/inactive accounts 7-9
including zero values 7-9
reports 7-23
description 2-4
account list 7-32
Business Manager
account speed code list 7-32
account summary 7-30
accounting set up 7-31
custom 7-26
description 2-4
C
Catalog
operator list 7-33
Class
quick profile 7-31
report macros 7-24
selecting a Smart Class 4-20
selecting class, carrier, special services 4-19
Class key
description and location 2-8
Cleaning
exterior of the mailing machine 9-2
moistener brush 9-4
Clear key
report print queue 7-24
transaction log 7-28
weight break account/class 7-29
weight break carrier/class 7-29
weight break job ID/class 7-30
selecting an account to print postage 4-17
by name 4-17
by speed code 4-18
description and location 2-9
Communications
options 2-3
Connectors
on IntelliLink Control Center 2-11
Correcting postage 4-33
Correcting the postage date 4-34
Cover
selecting Job ID requirements 7-8
setting the station ID 7-8
turning weight breaks on/off 7-8
using Seal Only mode 7-17
using Time Date Stamping mode 7-16
viewing or editing an account 7-15
Accounts key
location 2-8
feeder 2-6
printer 2-6
Adding funds to your postage meter 6-7
Advance Date
Custom presets key
description and location 2-8
Advertisements
selecting 4-21
Alpha keyboard
SV62207 Rev. B
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Index
D
Date
H
Help
advancing the date 5-5
Postage By Phone 6-2
changing postage date 4-34
selecting date options 4-21
setting date options 5-5
Daylight saving
High funds warning
description 5-17
setting up 5-17
setting up 5-5
Deleting
I
Ink cartridge
operators 7-12
location 2-7
ordering 11-2
replacing 9-7
Dialing prefix 5-14
Differential weighing
how to use 4-12
when to use 4-5
Discounts 7-6
Inscriptions
included with the system 4-22
selecting 4-22
Inspections
required by USPS 6-2
IntelliLink Control Center (ICC)
definition 2-2
Display
adjust the contrast 5-4
E
keys 2-8
location 2-5
Editing
operators 7-12
Enabling
operator passwords 7-10
report printing 7-11
Enter key
description and location 2-8
Error report 8-10
E-Z Seal®
J
Jam lever
feeder 2-7
Jams
clearing enve lope jams in the feed module
clearing jams in the WOW™ module 10-6
clearing tape jams 10-7
Job ID
adding more solution 9-4
ordering 11-2
autoclearing at end of transaction 7-9
requiring to run mail 7-8
selecting 7-18
F
Features
adding new features 9-12
Funds
setting the high value warning 5-17
setting the low value warning 5-17
Funds key
K
Keep track marker 2-10
Key in postage mode
when to use 4-4
adding postage 6-7
check Postage By Phone 6-6
checking available funds 6-6
clear batch number 4-34
description and location 2-8
Funds report 8-8
L
LAN Firewall Settings 5-15
Language
options 5-4
select 5-4
Loading a tape roll 9-3
Lock button
description and location 2-8
Low funds warning
G
Global discounts 7-6
Global surcharges 7-6
SV62207 Rev. B
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Index
description 5-17
setting up 5-17
Operators
access level 7-11
activating/deactivating 7-11
deleting 7-12
editing 7-12
enabling 7-10
operator list report 7-33
viewing 7-12
M
Mail
preparation 3-2
quick setup and start 3-2
selecting the postage mode 4-10
tips for feeding mail 4-8
Mailing system
description of components 2-5
Main cover 2-5
Maintenance
Ordering
E-Z Seal 11-2
Ordering supplies 11-2
ink cartridges 11-2
tape 11-2
cleaning the exterior 9-2
moistener
P
cleaning/replacing the brush 9-4
printing a test pattern 9-5
replacing the E-Z Seal 9-4
replacing the ink cartridge 9-7
replacing the printhead 9-9
replacing the tape 9-3
replacing the wiper blade assembly 9-11
Manual transactions 7-18
Menu key
Password
protecting mail operations 5-6
setting up supervisor 5-6
turning on/off for operators 7-10
Permit
defined 2-4
description and location 2-8
using to change elements on mail 4-21
Meter stamp
selecting 4-15
Pitney Bowes Supply Line™ 2-4
Postage By Phone
change the elements of 4-21
on the main screen 2-10
Meter, see Postage meter
Mode key
checking funds in account 6-6
checking funds in postage meter 6-6
setting up your account 5-14
Postage date
description and location 2-8
using to select postage mode 4-10
when running mail 3-3
Modem
changing 4-34
Postage funds
adding to postage meter 6-7
checking account 6-6
Postage meter
setting up 5-14
Moistener brush assembly
cleaning/replacing the brush 9-4
adding funds 6-7
connecting to remote analog line 6-5
removing from service 5-27
USPS inspections 6-2
Postage modes
N
Navigating hints
attached scale 4-5
running mail 4-2
setting up the mailing system 5-2
Normal preset key
description and location 2-8
how to set up 5-20
Normal preset timeout 5-19
attached scale - autotape 4-5
time and date stamp 4-5
weigh first piece 4-12
Postage tape
printing 3-4
specifications 12-4
O
On/off switch
description and location 2-5
Operator passwords 7-10
Postal Security Device 6-2
SV62207 Rev. B
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Index
Power stacker
S
optional DJPS 4-15
Safety requirements 1-3
Safety requirements for power stackers 1-5
Scales
password protecting setup 5-6
procedures for setting up 5-7
weighing problems 10-12
Screen keys
description 2-8
Seal key
when running mail 4-8
Seal Only mode
using with INVIEW™ accounting 7-17
Seal only mode
how to use 4-15
Smart Class
selecting 4-20
setting up 5-10
Specifications
optional DJPS or U7PS 2-5
Presets
normal preset 5-20
Printer
adding optional attached 5-27
attached (external) 8-2
location 2-7
location of USB connector 5-27
maintenance 9-5
printing a test pattern 9-6
Printhead
ordering a replacement 11-2
replacing 9-9
Printing
transaction receipts 7-22
Printing postage
on envelopes 3-3
on tapes 3-4
accounting features and options 12-4
dimensions and weight 12-2
envelope size 12-4
mailing system features and capabilities 12-4
width of tape rolls 12-4
Speed codes
Q
Quick Profile Report 7-31
speed code list report 7-32
Standby mode 5-18
Supplies
ordering 11-2
Surcharges
R
Reduced speed mode
how/when to use 4-8
Report Print Queue 8-2
Reports
batch 7-17
custom 7-27
global 7-6
per piece 7-6
data capture 8-12
data capture (non US only) 8-12
error 8-10
per transaction 7-6
per transaction percentage 7-6
funds 8-8
installed or pending rates 8-13
job 8-11
T
Tape
installing 9-3
lever, wet/dry 2-5
ordering 11-2
roll 2-7
last 5 refills 8-6
last rates downloaded 8-13
multi-account summary 8-4
operator list 7-33
quick profile 7-31
single account 8-3
system setup 8-9
specifications 12-4
Thickness adjustment knob
location 2-7
Time and Date Stamping Mode 4-16
Time Date Stamping Mode
using with INVIEW™ accounting 7-16
Timeouts
USPS confirmation services 8-7
weight break carrier/class 7-29
Reports key
description and location 2-8
display sleep 5-18
feeding timeout 5-19
normal preset timer 5-19
SV62207 Rev. B
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Index
system sleep 5-18
transaction timeout 5-19
Transactions
action to take when the log is full 7-21
clearing the transaction log 7-20
entering manual 7-18
printing transaction receipts 7-22
transferring account data 7-20
transferring transaction data 7-20
viewing the transaction log 7-19
Troubleshooting
display problems 10-12
weighing problems 10-12
U
Updates
performing 9-12
USPS Confirmation Services
ordering labels 11-3
using barcodes 4-24
W
Weigh First Piece
using 4-12
Weighing mail
using Weigh First Piece 4-12
using WEIGH-ON-THE-WAY® 4-12
Weighing problems 10-12
WEIGH-ON-THE-WAY®
using 4-12
Weight
on the main screen 2-10
Weight breaks
turning on/off 7-8
Wiper blade
ordering a replacement 11-2
Z
Zone
entering 4-19
SV62207 Rev. B
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Index
SV62207 Rev. B
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1 Elmcroft Road
Stamford, Connecticut 06926-0700
www.pb.com
For Service or Supplies
PB Form SV62207 Rev. B 4/09
©2009 Pitney Bowes Inc.
All Rights Reserved
*sv62207revB*
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