DM1000 DM Series™ Digital Mailing System Operator Guide US English Version
SV60951 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; however, we cannot assume responsibility for errors or omissions or liability for the misuse or misapplication of our products.
Alerting Messages Various messages are used throughout this guide to alert you to potentially hazardous or error causing 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.
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.
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 - Standard Accounting Chapter 8 - Reports Chapter 9 - Maintaining and Updating Chapter 10 - Troubleshooting Chapter 11 - Supplies and Options Chapter 12 - Specifications Appendix A - Glossary Index SV60951 Rev.
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.
1 • Read This First What’s in this Guide ............................................................................. 1-2 Other Information ................................................................................. 1-2 What You Need to Know ...................................................................... 1-3 Safety Requirements............................................................................ 1-3 Important Information About Powering Off Your DM Series™ Digital Mailing System .......
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 overview 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.
DM1000™ 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 • • • • • Safety 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.
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 cleaners. Call the Pitney Bowes Supply Line™ listed in the Pitney Bowes Contact Information List at the front of this guide.
DM1000™ 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.
1 • Read This First • • • • Be certain the area in front of 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.
2 • Meet the DM1000™ Digital Mailing System Introducing the DM Series™ Mailing System .......................................2-2 Features and Benefits ..........................................................................2-2 Parts of the Mailing System..................................................................2-5 SV60951 Rev.
2 • Meet the DM1000™ Digital Mailing System Introducing the DM Series™ Mailing System The DM Series™ Digital Mailing System is an easy-to-use digital mailing system you can tailor to satisfy the unique requirements of your organization. This system: Features and Benefits The following section provides a summary of the main features and benefits of the DM Series™ Digital Mailing System.
DM1000™ 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 interfacing 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.
2 • Meet the DM1000™ Digital Mailing System Accounting and Reporting INVIEW™ Accounting INVIEW™ Accounting and reporting allows you to store postage costs for 300 accounts. You can run reports on single or multiple accounts and limit access to the accounts by password protecting them. For more information on the INVIEW™ accounting package, refer to INVIEW™ Accounting Operator Guide, SV62233. Budget Manager You can also acquire the enhanced accounting package, Budget Manager.
DM1000™ Digital Mailing System Operating Guide Parts of the Mailing System This section describes the parts of your DM1000™ mailing system and includes: • • • • Mailing System Exterior The Mailing System Exterior The Mailing System Interior The IntelliLink® Control Center The Main Screen Refer to the diagram for the location of each component.
2 • Meet the DM1000™ Digital Mailing System The Digital Mailing System Exterior 2 1 3 8 see inset 4 7 6 5 3 2-6 SV60951 Rev.
DM1000™ Digital Mailing System Operating Guide Mailing System Interior SV60951 Rev. B Rfer to the diagram for the location of each component. 1 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. 2 Printer and Ink Cartridge - Produces the meter stamp on the mail piece or tape. 3 Transport Jam Lever - Lift this to clear jams on the transport section of the feed deck.
2 • Meet the DM1000™ Digital Mailing System The Digital Mailing System Interior (see inset) 1 8 2 7 7 6 Power Stacker Port 5 4 3 USB Ports (USB network adapter can be plugged in here) USB Network Adapter and LAN Cable Serial Port 2-8 SV60951 Rev.
DM1000™ Digital Mailing System Operating Guide 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 1 2 Lock Button - Locks the IntelliLink® Control Center. 3 Normal Preset Key - Returns you to the most commonly used setting.
2 • Meet the DM1000™ Digital Mailing System 16 17 Tape Key - Allows you to print postage tapes for packages or pieces of mail that are outside the limits specified for mailing materials. See Specifications in Chapter 12 of this guide for details. 18 Stop Key - Ends a mail or tape processing job in progress. 19 Clear Key - Clears an entry, or takes you back one screen. 20 2 - 10 Start Key - Begins processing mail with the options you have selected.
DM1000™ Digital Mailing System Operating Guide 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.
2 • Meet the DM1000™ Digital Mailing System 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.
3 • Mail in a Minute Mail in a Minute .................................................................................... 3-2 Preparing Your Mail.............................................................................. 3-2 Running the Mail .................................................................................. 3-3 Printing Postage Tapes ........................................................................ 3-4 SV60951 Rev.
3 • Mail in a Minute Mail in a Minute This chapter explains how to use the “Key In Postage” mode. It’s the quickest 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.
DM1000™ Digital Mailing System Operating Guide 5. Use the thickness adjustment Normal Mail Setting knob to adjust for 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. • For large stacks of thin mail, such as single inserts or post Thick Mail cards, the thin mail setting Setting may be needed for better Thin Mail performance. Refer to the Setting figure on the right.
3 • Mail in a Minute 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 materials - 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.
4 • Running Mail Navigating Hints ................................................................................... 4-2 Applying Postage and Running Mail .................................................... 4-3 Determining the Correct Postage Mode ............................................... 4-4 Preparing Your Mail.............................................................................. 4-6 Selecting the Postage Mode and Running the Mail ...........................
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 keyboard 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.
DM1000™ Digital Mailing System Operating Guide Applying Postage and Running Mail To apply postage and run mail on the DM1000™ mailing system, follow the procedures listed here. You must follow procedures 1 and 2 before you run mail through the system 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. 1 Determining the Correct Postage Mode.
4 • Running Mail 1 Determining the Correct Postage Mode Feeding Mail or Printing Tape? 1. If your mail requires no application of postage, see Chart C on the following 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: • under 5/8in. (15.9mm) thick. • over 3.5 in. x 5 in. or under 13 in. x 15 in. • under 1.0 lbs (16 oz.).
DM1000™ 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 You do not know the weight of your piece of mail. Attached Scale You have several pieces of mail and do not know their postage Attached Scale - AutoTape (An option you may be able to purchase. Not available on all systems.) You know the weight. Manual Weight Entry (An option you may be able to purchase.
4 • Running Mail 2 Preparing Your Mail If you intend to run pieces of mail through your system, read About Running Mail below. If you are going to print postage tapes, read About Printing Postage Tapes in this section. 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.
DM1000™ Digital Mailing System Operating Guide 4. Use the thickness adjustment Normal Mail Setting knob to adjust for 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. • For large stacks of thin mail, such as single inserts or post Thick Mail cards, the thin mail setting Setting may be needed for better Thin Mail performance. Refer to the Setting figure on the right. 5.
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.
DM1000™ 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 5/8” Any pieces of mail that are outside the limits specified for mailing materials - see Chapter 12, Specifications in this guide for details. You can request up to 100 tapes at a time. The tapes exit into the stacker.
4 • Running Mail 3 Selecting the Postage Mode and Running the Mail 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. 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.
DM1000™ 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.
4 • Running Mail Mode Selection: Weigh First Piece This feature is available only on systems that have the optional Weigh-On-The-Way® (WOW®) 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 processing 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.
DM1000™ 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 following prompt at the top of the screen: Print tapes automatically On or Off.
4 • Running Mail Mode Selection: Attached Scale If the attached scale is particularly sensitive, run this mode with the Autoscale feature set to Off. This will prevent the system from automatically reverting to Attached Scale mode when WOW® 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.
DM1000™ Digital Mailing System Operating Guide 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.
4 • Running Mail 4 Selecting or Deselecting an Account Selecting 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. You can select an account manually by scrolling through the entire list of accounts on your system.
DM1000™ Digital Mailing System Operating Guide 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.
4 • Running Mail 5 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. 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.
DM1000™ Digital Mailing System Operating Guide Selecting a Country If your class requires you to select another country: 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 carrier 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.
4 • Running Mail 6 Selecting the Meter Stamp Options The Meter Stamp Options selection allows Meter Stamp Options you to change the elements printed on your piece of mail or tape. Date Ad/Message You access the Meter Stamp options by pressing the Menu key on the IntelliLink® Inscription Control Center and then selecting Meter Print Position Stamp Options. Multiple Tapes The list of options that display depends on Custom Messaging the model number of your mailing system.
DM1000™ Digital Mailing System Operating Guide 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. 2. 3. 4. 5. Press the Menu key. Select Meter Stamp Options. Select the Inscription option.
4 • Running Mail Using Electronic Confirmation Services 7 The United States Post Office (USPS) provides three types of confirmation services: • • • 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.
DM1000™ Digital Mailing System Operating Guide Adding Services or Making Changes • • • Using Confirmation Services Before Printing Postage If you already have postage on the mail and then decide you want to add a service, follow the instructions here for Adding Confirmation Services 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 chapter.
4 • Running Mail 12. Press the Enter key. The “Enter another package?” screen appears. Follow the screen prompts to process more pieces of mail for confirmation services. Adding Confirmation Services After Printing Postage 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. This 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.
DM1000™ Digital Mailing System Operating Guide Editing, Deleting or Sending Confirmation Services Records Using Electronic Return Receipt (ERR) 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. 1. Press the Menu key. 2. Press the down arrow key and then select Confirmation Services. 3.
4 • Running Mail c. Verify that the services are enabled. The list of services that appears may look like the sample shown at the 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.
DM1000™ Digital Mailing System Operating Guide • • BPOD for SigCon - If this option is on, and Signature Confirmation is selected, the system will include your Mailer ID/ D-U-N-S® Number 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 Confirmation Services mail pieces can be processed: 0 records remaining. Processing Electronic Return Receipt 1. Weigh the envelope/package.
4 • Running Mail 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).
DM1000™ Digital Mailing System Operating Guide 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.
4 • Running Mail 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 Tracking 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.
DM1000™ Digital Mailing System Operating Guide 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 autoenter.) 7. Enter the customer reference number. a. Scan or manually type your own unique reference number for this mail piece.
4 • Running Mail Off-Line Electronic Return 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 Certified Mail and Electronic Return Receipt without entering or scanning the tracking number into the meter.
DM1000™ Digital Mailing System Operating Guide 8 Adding Postage or Changing the Date 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 prefer, you can print the corrections on at a tape instead and then apply it to the piece of mail. 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.
4 • Running Mail Changing the Date 1. If you are printing the date correction 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 37 00 30 00 37 3. Press the Mode key and select Key In Postage. 4. Enter the 00.
5 • Mailing System Setup Navigating Hints ................................................................................... 5-2 Overview of Mailing System Set Up ..................................................... 5-3 Setting the Display Language .............................................................. 5-4 Adjusting Display Contrast ................................................................... 5-4 Adjusting the Feeder Deck Sensor ......................................................
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 keyboard 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.
DM1000™ 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. 1 Set the Display Language. 2 Adjusting the Display Contrast. 3 Adjusting the Feed Deck Sensor 4 Setting the Date and Time of Day. 5 Setting up a Supervisor Password. 4 6 Setting up a Lock Code. 7 Setting up the Scale and Selecting Rates. 8 Setting up Postage By Phone®.
5 • Mailing System Setup 1 Setting the Display Language Depending on the model of your mailing system, you may be able to set the display to any of the following languages: • • English Espanol To change the language of the display: 1. 2. 3. 4. Press the Menu key. Select Set Up, or press 1 and the Enter key. Select Change Language, or press 4 and the Enter key. Select the language you want to appear in the display. • Press 1 for English. • Press 2 for Espanol. 5. Press the Enter key.
DM1000™ Digital Mailing System Operating Guide 4 Setting the Date and Time of Day 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. 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 displays the message: “Invalid Time”. To adjust the time and enter date advance: 1. 2. 3. 4. Press the Menu key. Select Set Up.
5 • Mailing System Setup 5 Setting Up a Supervisor Password Creating a Supervisor Password You can limit access to the following operations by creating a supervisor password. • • 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. 1. 2. 3. 4. Press the Menu key. Select Set Up, then select Basic Settings.
DM1000™ Digital Mailing System Operating Guide 7 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. Scale/Rates Set Up Attached Scale WOW® Weight Limit WOW® Start Key Autoscale The Class if new Piece, Dest. if new Carrier/Class Disp Piece and Dest. if new Class options allow Class if new Piece you to specify if you want to clear or retain Dest.
5 • Mailing System Setup Scale/Rates: WOW® Weight Limit You can set the WOW® weight limit to prevent the system from printing postage on pieces of mail that exceed a set weight. 1. Press the Menu key on the control center and select Set Up. Press the down arrow key and select Scale/Rates. 2. Select WOW Weight Limit. 3. Enter the weight in lbs., and/or press the right arrow key and enter the weight in oz. The weight cannot be great than 1 lb. 0 oz (or 0 lb. 16 oz).
DM1000™ Digital Mailing System Operating Guide 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. 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. 1. Press the Menu key on the control center and select Set Up.
5 • Mailing System Setup 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.
DM1000™ Digital Mailing System Operating Guide 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 WOW® (Weigh-On-The-Way®) in an automatic mode to allow changes in Class based on the weight of the mail-piece. (Example: Automatically switch between Presort Classes depending on the weight of mailpieces.
5 • Mailing System Setup 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.
DM1000™ Digital Mailing System Operating Guide 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™.
5 • Mailing System Setup 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.
DM1000™ Digital Mailing System Operating Guide 8 Setting Up Postage By Phone® Meter Payment System This section describes how to set up Postage 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).
5 • Mailing System Setup 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.
DM1000™ Digital Mailing System Operating Guide 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.
5 • Mailing System Setup 9 Configuring High/Low Funds Warning 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. NOTE: This option does not appear if the Automated Meter Refill feature is turned on. 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.
DM1000™ Digital Mailing System Operating Guide 11 Configuring System Timeouts This section describes how to set various system timeouts for your mailing system. 1. To access the system timeouts, press the Menu key on the control center, and select Set Up. 2. Select Basic Settings and then Timeouts to get all of the timeout options. The timeout options are listed on the right. All of these options are described in the following sections.
5 • Mailing System Setup 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 Preset settings (refer to Define Preset section in this chapter for more information on Normal Presets). You can set this timeout for 0 - 1440 minutes, in 1 minute increments. The default timeout is 30 minutes. Press the Menu key and select Set Up. Select Basic Settings and then Timeouts.
DM1000™ Digital Mailing System Operating Guide 12 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, postage 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. The 0 preset is the normal preset and the one you use to store your most commonly used system values.
5 • Mailing System Setup 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 postage 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.
DM1000™ Digital Mailing System Operating Guide 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.
5 • Mailing System Setup Editing Custom Preset Values To edit an existing custom preset, you define its new values and then overwrite the old values. 1. Enter the new values for the mail job that correspond to the custom preset 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”.
DM1000™ Digital Mailing System Operating Guide 13 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.
5 • Mailing System Setup 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. 2. 3. 4. 5. Press the Menu key. Select Set Up, then select Text Entry Set Up. Select Create. Select a line of text to enter. Type in the text and press Enter. Repeat step 4 until all lines of text have been entered. You can enter up to five lines of text. 6.
DM1000™ Digital Mailing System Operating Guide Editing a Custom Message 1. 2. 3. 4. 5. 6. 7. 8. 9. Press the Menu key. Select Meter Stamp Options, then select Text Entries. Press the right arrow key, the select Edit. Select the appropriate custom message. 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. Repeat step 5 until you have edited the appropriate lines of text. Press Enter.
5 • Mailing System Setup 14 Taking the Meter Out of Service 15 Adding an Optional Printer 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. 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.
DM1000™ Digital Mailing System Operating Guide 16 Configuring the Optional Barcode Scanner If you have a barcode scanner attached to your mailing system, you can configure it to scan: • account names, • account codes (Business Manager only), • speed codes (INVIEW™, Budget Manager only), • Custom and Normal Presets, • Job IDs, or • ZIP Codes if you are in the INVIEW™, Budget Manager or Business Manager accounting systems.
5 • Mailing System Setup 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. 2. 3. 4. Press the Menu key on the control center, then select Set Up.
DM1000™ Digital Mailing System Operating Guide 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 scanning. 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.
5 • Mailing System Setup 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.
6 • Adding Postage Postage By Phone® Meter Payment System ...................................... 6-2 Your Postage Meter ............................................................................. 6-2 Connection Alternatives ....................................................................... 6-3 USPS Rekey Requirements ................................................................. 6-3 Managing Your Postage Funds ............................................................
6 • Adding Postage Postage By Phone® Meter Payment System Postage By Phone® Meter Payment System is a Pitney Bowes 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® System materials furnished with your system.
DM1000™ Digital Mailing System Operating Guide Connection Alternatives Your mailing system connects to the Pitney Bowes using one of four methods: • • • • 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.
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. 1 Connecting Your Postage Meter to a Local Area Network (LAN) Refer to this section if you are using your organization’s Local Area Network and an approved connection device. This is the recommended method. 2 Connecting Your Postage Meter to an Analog Phone Line.
DM1000™ Digital Mailing System Operating Guide 2 Connecting Your Postage Meter to an Analog Phone Line Which connector do I use? Internal Analog Phone Line Connector - Use the internal analog modem to connect directly to an analog phone line. 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.
6 • Adding Postage 7. Add or check your postage funds as described inChecking Your Postage By Phone® Meter Payment System Account Balance in this chapter. 8. Unplug the telephone cord and the A/C Adapter. 9. Reinstall the IntelliLink® Control 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.
DM1000™ Digital Mailing System Operating Guide 5 Adding Postage To add postage from your Postage By Phone® System account to your postage meter, follow these steps. 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.
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.
7 • Standard Accounting Navigating Hints ................................................................................... 7-2 Overview of Accounting ....................................................................... 7-3 Using the Account Setup Procedures .................................................. 7-3 Before Using the Setup Procedures..................................................... 7-4 Viewing Accounts .................................................................................
7 • Standard Accounting Navigating Hints • You can access all of the accounting features by pressing the Accounts key on the IntelliLink® Control Center. The system displays the account names in the format shown here (Standard Accounting): Select Account 0. None 1. Account Name> - 2. Account Name> - 3. - 4.
DM1000™ Digital Mailing System Operating Guide Overview of Accounting The information in this chapter describes how to set up the standard accounting package provided with your mailing system. 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 sections: Your Accounting System Features and Account Structure and Hierarchy at the end of this chapter.
7 • Standard Accounting Before Using the Setup Procedures 1. If your system has a supervisor password set up, you must enter that password before you can enter the account setup mode. NOTE: Passwords are case-sensitive. 2. If you have not set up any accounts yet, as soon as you press the Accounts key on the control center, the system prompts you for the supervisor password. As soon as you enter the password, the system displays the “Set Up Accounts” screen. 3.
DM1000™ Digital Mailing System Operating Guide least four characters. (You need to enable password protection before you can protect an individual account. Refer to Turning Accounting Password Protection On or Off in this chapter. 7. When you are done, press the Enter key to save the account information. Creating a New Subaccount or Subsubaccount 1. 2. 3. 4. Press the Accounts key. Press the right arrow key to enter the “Set Up Accounts” screen. Select Create Account/Sub.
7 • Standard Accounting 3 Editing Accounts You can change the name of an account, make the account inactive (or active), add a password or change an existing one, and clear (reset) all data from the account. Press the Accounts key. Press the right arrow key to enter the “Set Up Account” screen. Select Edit Account. The names of your top level accounts appear. Select the account you want to edit. 5. Select the appropriate option: a. Edit Account Name - Select this to change the name of your account.
DM1000™ Digital Mailing System Operating Guide 5 Turning Standard Accounting On or Off To turn the standard accounting package provided with your system on or off: 1. 2. 3. 4. Press the Accounts key. Press the right arrow key to enter the “Set Up Accounts” screen. Scroll down and select Accounting. To turn on the system’s standard accounting, select Standard. To disable or turn off standard accounting, select Off.
7 • Standard Accounting 8 Resetting (Clearing) all Accounts When you reset or clear your accounts, you completely remove all of the data in all of your accounts. Once you clear the data, you cannot retrieve it. To keep a record of your data, be sure and print a Multi-Account Summary Report. Refer to Chapter 8, Reports for more information on reports. To reset or clear all of your accounts: 1. 2. 3. 4. Press the Accounts key. Press the right arrow key to enter the “Set Up Accounts” screen.
DM1000™ Digital Mailing System Operating Guide 10 Transferring Funds To transfer funds: 1. Press the Accounts key. 2. Press the right arrow key to enter the “Set Up Accounts” screen. 3. Select Transfer Funds. The system displays a list of your chargeable accounts. You can transfer funds used and piece count among accounts, subaccounts and subsubaccounts only if they are working accounts (the lowest, or sole link in the account chain).
7 • Standard Accounting Selecting an Accounting Type To select and accounting type, or to disable the accounting feature on your mailing system, follow the procedure here. 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 scroll down and select Accounting. NOTE: The type of accounting currently set for your system is displayed next to the Accounting selection.
DM1000™ Digital Mailing System Operating Guide Your mailing machine has 25 standard accounts. You have the option to increase your accounts to 100 or 300 accounts. Only your chargeable level accounts are counted towards your account total. (Chargeable accounts are explained in the next section.) If you need information on how to structure your accounts, refer to the Account Structure and Hierarchy section in this chapter.
7 • Standard Accounting This type of account structure allows you to view accounts and create reports that show total charges for the top level account, or you can view or create reports that show the charges for each of the subaccounts or subsubaccounts. This is graphically illustrated on the following page using the above examples. You can have all single top level accounts or you can mix both single and multi-layered accounts. The lowest level in the account structure is where charges are incurred.
8 • Reports Introduction .......................................................................................... 8-2 Viewing a Report .................................................................................. 8-2 Printing a Report .................................................................................. 8-2 Single Account Report ......................................................................... 8-3 Multi-Account Summary Report .....................................................
8 • Reports Introduction Creating a report is quick and easy on your mailing system. With the capability 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 standard accounting package provided with your DM Series™ Digital Mailing System.
DM1000™ 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.
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.
DM1000™ 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.
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.
DM1000™ Digital Mailing System Operating Guide USPS Confirmation Services Report (System Printer Required) The Confirmation Services Report provides details for Confirmation Services pieces processed and uploaded via IntelliLink® Control Center. It prints the information on an envelope or strip of tape.
8 • Reports Account List Report (External Printer Required) The Account List Report lists the names and numbers of all accounts that are set up in your mailing machine. Screen Display Account List Number Name Printed Report This report prints a list of all your accounts and the account numbers.
DM1000™ Digital Mailing System Operating Guide System Set Up Report The System Setup Report is an extensive report that gives you comprehensive 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: • • • • • • • • • • • • SV60951 Rev. B Serial Numbers: Meter, IntelliLink® Control Center, Meter Stamps, Base, and Postal Security Device.
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.
DM1000™ 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.
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. 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 eReturn Receipt.
DM1000™ 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. 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.
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9 • Maintaining and Updating Items to Keep On Hand ........................................................................9-2 Cleaning the Exterior ............................................................................9-2 Tape Maintenance ................................................................................9-3 E-Z Seal® Sealing Solution Maintenance ............................................9-4 Printer Maintenance ..........................................................................
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.
DM1000™ Digital Mailing System Operating Guide Tape Maintenance Tape maintenance consists of installing a new tape roll. The digital mailing system uses gummed or adhesive 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.
9 • Maintaining and Updating E-Z Seal® Sealing Solution Maintenance 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. Filing the Flap Moistener Bottle 1. Open the main cover and lift out the flap moistener bottle.The bottle is located to the left of the tape roll. 2. Remove the cap from the bottle. 3.
DM1000™ Digital Mailing System Operating Guide Cleaning the Moistener Brush 1. Move the tape lever to the up position. 2. Move the brush lever to the right to pull the brush mechanism forward. 3. Lift the brush out by pulling up on the bristles. 4. Rinse the brush under cold water, separating the bristles to remove excess glue and deposits. 5. Place the brush in the case, two or three teeth away from the bottom. The shorter bristles should be against the solid side of the holder. 6.
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. 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. 1. Press the Menu key. 2. Select Maintenance. 3. Select Clean Printer Nozzle.
DM1000™ 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.
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 cartridge by lifting it straight up. 4. 5. 6. 7. 9-8 Insert the new cartridge with the grooved side facing you. Close the ink cartridge lid and push down until it locks into place. Close the main cover. Print a test pattern to verify that you have installed the ink cartridge correctly (see Printing a Test Pattern in this chapter). SV60951 Rev.
DM1000™ 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. 2. 3. 4. Press the Menu key. Select Maintenance. Select Replace Printhead.
9 • Maintaining and Updating This exposes the printhead cover. Printhead 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 printhead. 9. Locate the new printhead and remove the protective cover. 10. Install the new printhead in the printhead slot. 11. Close the printhead cover and push the printhead latch back until you hear it click into place. 12. Close the main cover.
DM1000™ 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.
9 • Maintaining and Updating 7. Slide the assembly to the left and lift it out. 8. Remove the new wiper blade assembly from the 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 Features Your IntelliLink® Control Center can remotely turn on features or download graphic files to print on envelopes.
10 • Troubleshooting How to Troubleshoot your Mailing System ......................................... 10-2 Width Sensor Warnings...................................................................... 10-2 Hopper Sensitivity Adjustments.......................................................... 10-2 Ink Waste Tray Full Warning .............................................................. 10-3 Envelope Sealing Problems ...............................................................
10 • Troubleshooting How to Troubleshoot your Mailing System This chapter contains a list of problems you may encounter while using your DM Series™ System. Width Sensor Warnings When mail is run in WOW® mode, the width sensor(s) used for Oversize and Dimensional Rating are tested automatically.
DM1000™ 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 representative 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.
10 • Troubleshooting 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.
DM1000™ Digital Mailing System Operating Guide Envelope Sealing Problems Description Possible Causes Solution Envelope(s) not sealing properly Envelope flap dimensions are not within the acceptable range. Use envelopes with flap depths between 1" and 3 7/8" (25.4 mm and 98.4 mm). Flap Depth Seal Only mode is not working. Flap moistening bottle is out of E-Z Seal® Sealing Solution. Refill flap moistening bottle with E-Z Seal® Sealing Solution. Sealing solution is leaking.
10 • Troubleshooting Envelope Feeding Problems Description Possible Causes Solution More than one envelope is feeding. Too many envelopes are on the feed deck; envelopes are not stacked properly on the feed deck. • • Remove some of the envelope and test with a smaller stack. Slant the envelopes slightly to the left (shingled). Envelopes shingled to the left • Envelopes are too thick/thin for feeder adjustment, or thickness adjustment knob is set improperly.
DM1000™ Digital Mailing System Operating Guide Envelope Feeding Problems Description Possible Causes Solution Mail is not feeding into the system correctly. Light mail/postcard knob is not at the proper setting. • • Turn the knob to the left for postcards and light mail. Turn the knob to the right for all other types of mail. Light Mail/Postcard Knob SV60951 Rev.
10 • Troubleshooting Envelope Feeding Problems Description Possible Causes Solution Envelope(s) getting jammed • Refer to the Specifications section in this guide for the acceptable envelope dimensions. • 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. To clear a jam in the feed deck: 1. Lift the main cover. 2.
DM1000™ Digital Mailing System Operating Guide Envelope Feeding Problems Description Possible Causes Solution Envelope(s) getting jammed (continued) • 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. 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.
10 • Troubleshooting 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. 10-10 Pressure sensitive tape only: Adhesive is extending beyond tape backing.
DM1000™ Digital Mailing System Operating Guide 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 messages display, but tape is feeding and exiting. Internal problem. Turn power off and back on. If problem persists, call for service.
10 • Troubleshooting Tape Feeding Problems Description Possible Causes Solution Gummed tape is not wet. (continued) Brush not out far enough to reach tape. 1. Move the tape lever to the up position. 2. Move the brush lever to the right to pull the brush mechanism forward. Brush Lever Tape Lever 3. Remove the brush. 4. Pull out brush and readjust to longer length. 5. Reinstall brush and release holder to return original position. 10-12 Valve in moistener bottle cap is not working.
DM1000™ Digital Mailing System Operating Guide 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 position in its holder. To adjust brush, move to the left. SV60951 Rev.
10 • Troubleshooting IntelliLink® Control Center Problems Description Possible Causes Solution IntelliLink® Control Center does not respond when removed from system. No power is going to IntelliLink® Control Center. • Unable to access display, or keyboard does not respond. The system is currently in the maintenance mode. Allow system to complete maintenance operation. Display is hard to read. Adjust the display contrast.
DM1000™ Digital Mailing System Operating Guide IntelliLink® Control Center Problems Description Possible Causes Solution Wrong ad or inscription, yet appears in menu list. Mailing system is reset to factory default mode. 1. 2. 3. 4. 5. Select desired graphic. Push the Menu key. Select Meter Stamp Options. Select Advertisements or Inscriptions. Change the Normal Preset Timeout. See Chapter 5, Mailing System Setup for more information.
10 • Troubleshooting Printing Problems Description Possible Causes Solution No postage is printing. 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 section in Chapter 4 in this guide. Postal Inspection is required. Your mailing system performs an automatic postal inspection every time you do a refill.
DM1000™ Digital Mailing System Operating Guide Printing Problems Description Possible Causes Solution Meter imprint is streaked or incomplete; poor print quality: The printer nozzle requires maintenance. Clean the printer nozzle and run a test print as described in Chapter 10 in this guide. You need to change the printhead. 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.
10 • Troubleshooting 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 analog line or is loose. Reconnect the phone line to the back of the 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 necessary.
DM1000™ Digital Mailing System Operating Guide 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.
10 • Troubleshooting 10-20 SV60951 Rev.
11 • Supplies and Options Ordering Supplies............................................................................... 11-2 Ordering a Pitney Bowes Supply Catalog .......................................... 11-2 Printhead Kit and Wiper Blade Replacement ..................................... 11-2 USPS Confirmation Services Labels .................................................. 11-3 Accessories You Can Order ............................................................... 11-3 SV60951 Rev.
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 Supply 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.
DM1000™ Digital Mailing System Operating Guide USPS Confirmation Services Labels Accessories You Can Order Delivery Confirmation Labels: 639-6 Signature Confirmation Labels: 639-9 E-Certified Labels 639-5 USPS Confirmation Services Request Book: 640-7 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: • • SV60951 Rev.
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12 • Specifications Equipment Specifications ....................................................................... 12-2 Accounting Features .............................................................................. 12-4 Mailing Materials .................................................................................... 12-4 SV60951 Rev.
12 • Specifications Equipment Specifications Dimensions. Length without a Drop or Power Stacker 58.5 in. (148.58cm) Length with a Drop Stacker 77 in. (195.58cm) Length with a Power Stacker 88" (223.52cm) 104.5" (265.43cm) when stacker is fully extended Width 24 in. (60.96cm) Height (cover closed) 21 in. (53.
DM1000™ Digital Mailing System Operating Guide Ink Capacity 45,000 pieces with no advertisements, permits, or inscriptions 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 approximately 2 days of ink remaining.
12 • Specifications Accounting Features Standard Accounting • • Up to 25 accounts standard 100 or 300 accounts optional 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 (refer to envelope measurement figure) Minimum 3.5 in. x 5 in. (88.9mm x 127mm) postcard size. Maximum 13 in. x 15 in.
DM1000™ 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) SV60951 Rev.
12 • Specifications This page intentionally left blank. 12-6 SV60951 Rev.
A • Glossary Glossary SV60951 Rev.
A • Glossary Accounting A feature of the mailing system that allows you to charge postage to individual 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 Advertisements contain messages and graphics you can print next to the meter stamp.
DM1000™ Digital Mailing System Operating Guide Communications Port Place to connect an optional Pitney Bowes scale, printer, or a PC. Control Center 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.
A • Glossary Ink Cartridge Cartridge containing the ink used to produce the meter stamp. Inscription An optional message, such as “First Class” or “Non-Profit,” that prints vertically 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.
DM1000™ 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 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 • 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 The mode that the mailing system automatically enters after a certain period of inactivity. Stacker 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 Code that restricts access to certain mailing system operations.
Index A AC adapter connector location 6-5 Accessories description 2-4 ordering 2-4, 11-2 Accounting set up mode 7-2 turning off accounting 7-10 Accounts accessing features 7-2 adding subaccounts to 7-4 changing name 7-4, 7-6 changing number 7-4 changing password 7-4 changing status 7-6 checking Postage By Phone balance 6-6 clearing account information 7-8 deselecting 4-16 enabling/disabling 7-7 selecting a period 7-6 selecting an account to print postage 4-16 by name 4-16 by speed code 4-17 selecting the ac
Index setting the high value warning 5-18 setting the low value warning 5-18 tranferring account funds 7-9 Funds key adding postage 6-7 check Postage By Phone 6-6 checking available funds 6-6 clear batch number 4-34 description and location 2-9 Funds report 8-8 H Help Postage By Phone 6-2 High funds warning description 5-18 setting up 5-18 I Ink cartridge location 2-7 ordering 11-2 replacing 9-7 Inscriptions included with the system 4-21 selecting 4-21 Inspections required by USPS 6-2 IntelliLink Control Ce
Index Ordering supplies 11-2 ink cartridges 11-2 tape 11-2 P Password protecting mail operations 5-6 setting up supervisor 5-6 turning on/off for accounts 7-7 Passwords changing account password 7-6 setting up for each account 7-4 Permit defined 2-4 Pitney Bowes Supply Line™ 2-4 Postage By Phone checking funds in account 6-6 checking funds in postage meter 6-6 setting up your account 5-15 Postage date changing 4-34 Postage funds adding to postage meter 6-7 checking account 6-6 Postage meter adding funds 6-7
Index T Tape installing 9-3 lever, wet/dry 2-5 ordering 11-2 roll 2-7 specifications 12-4 Thickness adjustment knob location 2-7 Time and Date Stamping Mode 4-15 Timeouts display sleep 5-19 feeding timeout 5-20 normal preset timer 5-20 system sleep 5-19 transaction timeout 5-20 Troubleshooting display problems 10-15 weighing problems 10-15 U Updates performing 9-12 USPS Confirmation Services ordering labels 11-3 using barcodes 4-23 W Weigh First Piece using 4-12 Weighing mail using Weigh First Piece 4-12 us
1 Elmcroft Road Stamford, Connecticut 06926-0700 www.pb.com For Service or Supplies PB Form SV60951 Rev. B 4/09 © 2009 Pitney Bowes Inc.
