Digital Mailing System DM500 and DM550 TM TM Operator Guide US English Version
SV60890 Rev. G ©2005 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 FCC rules. The label on the equipment cover shows the FCC registration number and the ringer equivalence number (REN) for the modem. If requested, this information must be provided to the telephone company. This equipment is designed to connect to a two-wire, local switch, access loop start (Facility Interface Code 02LS2) with a standard RJ11C interface.
DM500™ and DM550™ Digital Mailing System Operating Guide Contents Pitney Bowes Contact Information List Chapter 1 - Read this First Chapter 2 - Meet the DM500™ and DM550™ Mailing System Chapter 3 - Mail in a Minute Chapter 4 - Running Mail Chapter 5 - Mailing System Setup Chapter 6 - Adding Postage Chapter 7 - Accounting Setup Chapter 8 - Reports Chapter 9 - Maintaining and Updating Chapter 10 - Troubleshooting Chapter 11 - Supplies and Options Appendix A - Glossary Appendix B - Operator Training Checklist
Pitney Bowes Contact Information List Pitney Bowes 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 Pitney Bowes 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 Contents What’s in This Guide .....................................1-2 Other Information Available ..........................1-3 What You Need to Know .............................1-4 Safety Requirements ....................................1-5 Important Information About Powering Your DM Series™ Digital Mailing System Off ....... 1-8 SV60890 Rev.
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 DM500™ and DM550™ 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.
DM500™ and DM550™ Digital Mailing System Operating Guide Other Information This section describes other sources of information available for the DM500™ and DM550™ Digital Mailing System. Publications Scale User Guide If you purchase an attached scale, read this guide if you have questions about its operation.
1 • Read This First 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 1-4 • 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.
DM500™ and DM550™ Digital Mailing System Operating Guide Safety Requirements SV60890 Rev. G WARNING! Follow normal safety precautions for all office equipment whenever using yout mailing system. • Read all instructions before you attempt to operate the machine. • Use the equipment only for its intended purpose. • Place the machine near an easily accessible power outlet. Avoid using outlets controlled by wall switches or shared by other equipment.
1 • Read This First Safety Requirements NOTE: Your mailing system requires annual cleaning by a Pitney Bowes service representative. For continued safe operation, contact your local Pitney Bowes office for a scheduled cleaning. continued 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® Control Center on the back of the DM500™ and DM550™ Digital Mailing System.
DM500™ and DM550™ Digital Mailing System Operating Guide Safety Requirements • 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 Important Information About Powering Your DM Series™ Digital Mailing System Off 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, page 2-6) so that you can properly remove power to the system.
2 Meet the DM500™ and DM550™ Digital Mailing System Contents Introducing the DM500™ and DM550™ Digital Mailing System ..............................................2-2 Features and Benefits ..................................2-2 Parts of the Mailing System ..........................2-5 Mailing System Exterior ..........................2-5 Connecting the IntelliLink® Control Center to a Remote Analog Line ............2-9 Mailing System Interior .........................2-10 The IntelliLink® Control Center .
2 • Meet the DM500™ and DM550™ Digital Mailing System Introducing the Mailing System The DM500™ and DM550™ System is an easy-to-use digital mailing system you can tailor to satisfy the unique requirements of your organization. This system: • Automatically feeds a stack of mail. • Moistens and seals the envelope flaps. • Imprints the correct postage amount. • Stacks the finished mail.
DM500™ and DM550™ Digital Mailing System Operating Guide Easy-To-Use IntelliLink® Control Center The IntelliLink® Control Center is mounted on the top of your mailing machine 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 • Meet the DM500™ and DM550™ Digital Mailing System Accounting and Reports Standard Accounting and Reporting The standard accounting and reporting feature allows you to store postage costs for 25 accounts, or you can purchase options for storing 100 or 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 standard accounting package, refer to Chapter 7, Accounting and Chapter 8, Reports, in this guide.
DM500™ and DM550™ Digital Mailing System Operating Guide Parts of the Mailing System Mailing System Exterior This section describes the parts of your DM500™ and DM550™ System and includes: • The Mailing System Exterior • The Mailing System Interior • The IntelliLink® Control Center • The Main Screen IntelliLink® Control Center - This contains the screen and keypad for communicating with the mailing machine and the built-in postage meter (Postal Security Device).
2 • Meet the DM500™ and DM550™ Digital Mailing System Mailing System Exterior The DM500™ and DM550™ System continued Thickness Adjustment Knob Side guide Integrated Platform Scale IntelliLink® Control Center Main Cover Feed Cover Transport Release Knob On/Off Switch Feed Deck Right Side View of the DM500™ and DM550™ System Art Card Slot for Quick Reference Card Set Stacker 2-6 SV60890 Rev.
DM500™ and DM550™ Digital Mailing System Operating Guide Mailing System Exterior continued Connectors on the Back of the Mailing System Base Dual External Device Ports - Two USB ports are located on the back, lower right side of the machine. These provide communications with external USB devices such as a printer, an external scale, or a PC. Serial Port Connector - One serial port connector. This is used for serial based applications like Budget Manager, PC Transfer, and Data Exchange.
2 • Meet the DM500™ and DM550™ Digital Mailing System Mailing System Exterior continued Connectors on the Back of the IntelliLink® Control Center Internal Analog Phone Line Connector - Depending on the version of your IntelliLink® Control Center, you may have an internal analog modem. The Internal Analog Phone Line Connector label in the figure below identifies the PCN numbers of the IntelliLink® Control Centers that have an internal analog modem and can connect directly to an analog phone line.
DM500™ and DM550™ Digital Mailing System Operating Guide Connecting the IntelliLink® Control Center to a Remote Phone Line This figure shows where you connect the AC adapter to the IntelliLink® Control Center after it has been removed from the mailing machine and moved to a remote analog phone line. For both internal and external modems, use the 26 AWG telephone cord included with the modem to connect to the phone line.
2 • Meet the DM500™ and DM550™ Digital Mailing System The Mailing System Interior Thickness Adjustment Knob - Use this to adjust for the thicknesses of the envelopes. You do not have to lift the cover to adjust the knob. Thick mail setting 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. Refer to the figure on the right.
DM500™ and DM550™ Digital Mailing System Operating Guide The Mailing System Interior Ink Cartridge - This contains the ink used to create the meter stamp. Printhead - This produces the meter stamp. continued Interior of DM500™ and DM550™ System (Under the Main Cover) Printhead Ink Cartridge SV60890 Rev.
2 • Meet the DM500™ and DM550™ Digital Mailing System The IntelliLink® Control Center 1. Five Screen Keys - The five keys directly to the left of the display screen allow you to select options displayed on the screen. 2. Lock Button - If no account is selected, this locks the IntelliLink® Control Center. 3. Normal Preset Key - Returns you to the most commonly used setting. 4. Mode Key - Press to choose from a variety of mail processing modes. 5.
DM500™ and DM550™ Digital Mailing System Operating Guide The IntelliLink® Control Center 14. Enter Key - Press to enter the information you have selected for the mailing system. continued 15. Arrow Keys - Moves you to new menus, or scrolls menus and selects options. 16. Start Key - Begins processing mail with the options you have selected. 17. Tape Key - Allows you to print postage tapes for packages or pieces of mail that are outside the limits specified for mailing materials.
2 • Meet the DM500™ and DM550™ Digital Mailing System 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 The main screen enters a sleep mode after a certain period of inactivity.
3 Mail In A Minute Contents Mail In A Minute .............................................3-2 Preparing Your Mail ......................................3-2 Running the Mail ...........................................3-3 Printing Postage Tapes .................................3-4 SV60890 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. Refer to the Mailing Material in the Specifications sections in Appendix C in this guide to make sure your mail is compatible with your mailing system.
DM500™ and DM550™ Digital Mailing System Operating Guide 3. Adjust the side guide so it is close to, but not touching, the bottom edge of the envelope stack. Be sure and leave a slight clearance between the side guide and envelopes (about 1/16 inch clearance). Side Guide 4. Adjust the thickness adjustment 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.
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 5/8” • Any pieces of mail that are outside the limits specified for mailing materials - see Specifications, Mailing Materials in Appendix C of this guide for details. You can request up to 50 tapes at a time. The tapes exit into the stacker.
4 Running Mail Contents 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 Mail .........................................4-8 Selecting or Deselecting an Account .........4-14 Selecting the Class, Carrier, Special Services or Options .......................4-15 Selecting the Meter Stamp Options ....
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.
DM500™ and DM550™ Digital Mailing System Operating Guide Applying Postage and Running Mail To apply postage and run mail on the DM500™ and DM550™ 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 standard or enhanced 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. SV60890 Rev.
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 5/8 in. (15.9 mm) thick. • over 3 in. x 5 in. or under 13 in. x 11 in. • under 5 lbs. or 10 lbs. depending on the capacity of the optional scale.
DM500™ and DM550™ Digital Mailing System Operating Guide 1 Determining the Correct Postage Mode Chart B - Postage Tape Mode continued 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 can purchase, not available on all systems.) You know the weight.
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 on the following page. Then, proceed to instructions for selecting the mode and running the job. About Running Mail Refer to Specifications, Mailing Materials in Appendix C in this guide to make sure your mail is compatible with your mailing system. 1.
DM500™ and DM550™ Digital Mailing System Operating Guide About Running Mail continued 4. Adjust the thickness adjustment 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 mail containing only single inserts, or for postcards, use the normal mail setting. Refer to the figure on the right. To pick a setting, turn the knob to the arrow located on the feed cover. Thick mail setting Normal mail setting 5.
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. Select Mode ► Key in Postage ► Differential Weighing ► Manual Weight Entry The names of the modes as they appear on the screen are shown in the menu on the right.
DM500™ and DM550™ 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. If you are done, place the mail on the feed deck and press the Start key, otherwise go to step 4. 4.
4 • Running Mail Mode Selection: Differential Weighing This option is available on your DM550™ Digital Mailing System if it has the optional integrated platform scale or 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 system 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.
DM500™ and DM550™ Digital Mailing System Operating Guide b.) 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. 8. When you remove the last piece of 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.
4 • Running Mail Mode Selection: Attached Scale AutoTape 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. 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.
DM500™ and DM550™ Digital Mailing System Operating Guide 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. Mode Selection: Seal Only Use this mode if you just want to seal the envelopes and do not want to apply postage. 1. Press the Mode key. 2.
4 • Running Mail 4 Selecting or Deselecting an Account The information here applies only if you are running the Standard Accounting package included with your DM Series™ system. If you are using Budget Manager or Business Manager refer to the operator guides provided with those applications. If your system uses Standard Accounting, you must select an account. Select an Account 1. Press the Accounts key and the system lists your accounts. 2. Use the down arrow to view more accounts if necessary. 3.
DM500™ and DM550™ Digital Mailing System Operating Guide 5 Selecting a Class, Carrier, or Special Service 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.
4 • Running Mail 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. 2. To access the Intra-BMC Package Services Parcel Post rates, enter only the first 3 digits of the ZIP Code.
DM500™ and DM550™ Digital Mailing System Operating Guide 6 Selecting the Meter Stamp Options The Meter Stamp Options selection allows you to change the elements printed on your piece of mail or tape. You access the Meter Stamp options by pressing the Menu key on the IntelliLink® Control Center and then selecting Meter Stamp Options. The list of options that display depends on the model number of your mailing system.
4 • Running Mail Meter Stamp Options: Advertisement You can have a variety of advertisements appear on your mail. For a list of the advertisements provided with your mailing system, refer to Chapter 11, Supplies and Options in this guide. To add more advertisements, 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 AdMessage option. 4. Use the down arrow key to scroll through the advertisements. 5.
DM500™ and DM550™ 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. Press the Menu key. 2. Select Meter Stamp Options. 3. Select the Inscription option. 4.
4 • Running Mail Meter Stamp Options: This selection allows you to move the print position of the meter stamp away from the right edge of the envelope. Print Position 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 positions (1 - 5 where 1 is the position closest to the right edge). Meter Stamp Options: This provides an alternate method for printing multiple tapes. Multiple Tapes 2.
DM500™ and DM550™ Digital Mailing System Operating Guide 7 The United States Post Office (USPS) provides three types of confirmation Using services: Electronic Confirmation • Delivery Confirmation - shows you when the postal carrier delivered the mail. Services • • 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.
4 • Running Mail Overview continued 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. Go to the site: www.pb.com Click on My Account and go to the "Tracking and Mailing Tools" section. • You can also track your mail by going to the Postal Service’s web site at: www.usps.
DM500™ and DM550™ Digital Mailing System Operating Guide Using Confirmation Services Before Printing Postage USPS Confirmation Services are available when you are in the Attached Scale mode, or Manual Weight Entry mode. Refer to Select the Postage Mode section in this chapter for more information. 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.
4 • Running Mail 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. 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.
DM500™ and DM550™ Digital Mailing System Operating Guide Editing, Deleting or Sending Confirmation Services Records 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. To edit an existing record, select Edit records.
4 • Running Mail 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. To add 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.
DM500™ and DM550™ Digital Mailing System Operating Guide To change 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.
4 • Running Mail 9 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. 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.
5 Mailing System Setup Contents Navigating Hints ...........................................5-2 Overview of Mailing System Setup ...............5-3 Setting the Display Language ......................5-4 Adjusting Display Contrast and Volume Control .............................................5-4 Setting the Date and Time of Day ................5-5 Setting Up A Supervisor Password................5-6 Setting A Lock Code ....................................5-7 Setting Up the Scale/Selecting Rates ..........
5 • Mailing System Setup Navigating Hints • The maximum number of options that display 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 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.
DM500™ and DM550™Digital Mailing System Operating Guide Overview of Mailing System Setup If for any reason you need to change the original setup on your system, refer to the appropriate procedure(s) in the following list: 1 Setting the Language Display. 2 Adjusting the Display Contrast and Volume Control. 3 Setting the Date and Time of Day. 4 Setting up a Supervisor Password. 5 Setting up a Lock Code. 6 Setting up the Scale and Selecting Rates. 7 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 • Francais To change the language of the display: 1. Press the Menu key. 2. Select Set Up. 3. Select Change Language. 4. Select the language you want to appear in the display. 5. Press the Enter key.
DM500™ and DM550™Digital Mailing System Operating Guide 3 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. Press the Menu key. 2.
5 • Mailing System Setup 4 Setting Up 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 Setup Whenever you perform any of these operations, the system prompts you for the password. To create a supervisor password: 1. Press the Menu key. 2. Select Set Up, then select Basic Settings. 3.
DM500™ and DM550™Digital Mailing System Operating Guide 5 Setting Up a Lock Code Use the Lock Code option to enter a four- digit password to prevent unauthorized use of your postage meter. 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.
5 • Mailing System Setup 6 Setting Up the Scale and Selecting Rates If you have a scale on your DM500™ or DM550™ Digital Mailing System, you can use this section to set up how your scale works with your system. Scale/Rates Setup ► Attached Scale ► Autoscale ► Diff Weigh Trip Wt For example, the Attached Scale option allows you to set your scale to accommodate for environments subject to vibrations. ► Class if new Piece The Class if new Piece, Dest. if new Piece and Dest.
DM500™ and DM550™Digital Mailing System Operating Guide Scale/Rates: You can set AutoScale to On or Off. AutoScale Select On to enable the AutoScale feature. Select Off to disable this feature. If you disable this feature and your system has an attached scale, you need to select the Attached Scale mode when running mail if you want your system to weight the mail and calculate postage. Refer to the Selecting the Postage Mode and Running Mail section in Chapter 4 in this guide. 1.
5 • Mailing System Setup Scale/Rates: Destination if New Piece Use this option to set the system to clear the destination ZIP or Zone code 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 Dest. if new Piece. • To clear the destination select Clear; set class to none. • To retain the destination select Retain; use class destination. 3.
DM500™ and DM550™Digital Mailing System Operating Guide 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.
5 • Mailing System Setup Scale/Rates: Confirm Svc Barcode Prompt 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. When using USPS Confirmation Services, you can turn this option on to have the system display the following prompt when it is time to apply a barcode: “Apply barcode label to package” 1.
DM500™ and DM550™Digital Mailing System Operating Guide 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 system. 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.
5 • Mailing System Setup Phone/Network Set Up: Secondary PB # 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. Use this option to enter a secondary or alternative Pitney Bowes phone number to dial if the first or primary number is busy. 1. Press the Menu key on the control center.
DM500™ and DM550™Digital Mailing System Operating Guide Phone/Network Set Up: Modem Type Use this option allows you to select the modem type: USB, Serial, or Internal. Once you select the type, the Phone/Network Set Up screen reappears. 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 or Serial).
5 • Mailing System Setup Phone/Network Set Up: 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. Network Settings 1. Press the Menu key on the control center.
DM500™ and DM550™Digital Mailing System Operating Guide 8 Configuring High/Low Funds Warnings 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. 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.
5 • Mailing System Setup 10 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. Timeouts ► Display Sleep ► System Sleep ► Normal Preset Timeout ► Feeding Timeout ► Waiting for Env ► Transaction Timeout The timeout options are listed on the right.
DM500™ and DM550™Digital Mailing System Operating Guide 3. Select System Sleep. 4. Enter the number of minutes (0 - 1440 minutes) using the numeric keyboard. 5. Press the Enter key. 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 11 Define Preset section in this chapter for more information on Normal Presets).
5 • Mailing System Setup Timeouts: Waiting for Env This option allows you to specify how long the system will continue to feed mail placed on the feed deck without having to press the Start key. You can set this timeout for 0 - 90 seconds, in 1 second increments. The default timeout is 20 seconds. 1. Press the Menu key and select Set Up. 2. Select Basic Settings and then Timeouts. 3. Select Waiting for Env. 4. Enter the number of seconds (0 - 90) using the numeric keyboard. 5. Press the Enter key.
DM500™ and DM550™Digital Mailing System Operating Guide 9 Defining 11 Presets You can define up to 10 sets (0 -9) 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 Presets continued How to Define Custom Preset Values 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 in the 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.
DM500™ and DM550™Digital Mailing System Operating Guide Defining Presets continued 5. Select On to turn on this feature and store the date advance. Select Off if you want to turn off the feature. 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.
5 • Mailing System Setup Defining Presets continued How to Edit 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.
DM500™ and DM550™Digital Mailing System Operating Guide 12 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. 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.
5 • Mailing System Setup 14 Configuring the Optional Barcode Scanner If you have an optional barcode scanner attached to your DM500™and DM550™ Digital Mailing System, you can configure it to scan in account names or account codes if you are using the optional Budget Manager or Business Manager accounting systems. NOTE 1: You cannot scan in account names using a barcode scanner if you are using the Standard Accounting package provided with your system.
DM500™ and DM550™Digital Mailing System Operating Guide Setting the Default Scan Type If you are using an accounting system on your DM500™ or DM550™ System you can set up the scanner so that it interprets the barcode as an account name or account 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.
5 • Mailing System Setup Adding Barcode Prefixes If your barcodes include a 1 or 2-digit prefix, or if you want to create barcodes with a prefix, you can set up your system to recognize this prefix when you scan the barcode. This prefix identifies whether you are scanning in an account name or account code. 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.
DM500™ and DM550™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.
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.
6 Adding Postage Contents Postage By Phone® Meter Payment System ..........................................6-2 Your Postage Meter ......................................6-2 USPS Rekey Requirements .........................6-2 Managing Your Postage Funds .....................6-3 Connecting Your Postage Meter to an Analog Phone Line .................................6-4 Checking Available Funds in Your Postage Meter ........................................
6 • Adding Postage Postage By Phone® 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.
DM500™ and DM550™ Digital Mailing System Operating Guide 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 2 3 4 SV60890 Rev. G Connecting Your Postage Meter to an Analog Phone Line. Refer to this section to see how to connect your postage meter to an analog line.
6 • Adding Postage 1 Connecting Your Postage Meter to an Analog Phone Line Connecting Your Postage Meter - Local Analog Phone Line Which connector do I use? Internal Analog Phone Line Connector - Depending on the version of your IntelliLink® Control Center, you may have an internal analog modem.
DM500™ and DM550™ Digital Mailing System Operating Guide Connecting Your Postage Meter to an Analog Phone Line continued Connecting Your Mailing System - Remote Analog Phone Line If you need to connect to an analog phone line that is not located near your mailing system, you can remove the IntelliLink® Control Center and move it to a location near the analog phone line.
6 • Adding Postage Connecting Your Postage Meter to an Analog Phone Line 6. Add or check your postage funds as described in Checking Your Postage By Phone® Meter Payment System Account Balance in this chapter. 7. 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. 8. Turn the power back on.
DM500™ and DM550™ Digital Mailing System Operating Guide 3 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 mailing 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.
6 • Adding Postage 4 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.
7 Standard Accounting Setup* Contents Navigating Hints ..........................................7-2 Overview of Accounting ................................7-3 Using the Account Setup Procedures ...........7-4 Before Using the Setup Procedures .............7-4 Viewing Accounts or Subaccounts ...............7-5 Creating Accounts and Subaccounts ...........7-5 Editing Accounts ...........................................7-7 Setting an Account Period ............................
7 • Accounting Setup 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 ►2. - ►3. - Screen Options ►4. - ►5.
DM500™ and DM550™ 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. 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.
7 • Accounting Setup Using the Account Setup Procedures The following is a list of all the account setup procedures. For details on each procedure, refer to the section number listed here. 1 Viewing Accounts or Subaccounts. 2 Creating Accounts and Subaccounts. 3 Editing Accounts. 4 Setting an Accounting Period. 5 Turning Accounting On or Off. 6 Deleting Accounts. 7 Turning Account Password Protection On or Off. 8 Resetting (Clearing) All Accounts.
DM500™ and DM550™ Digital Mailing System Operating Guide 1 Viewing Accounts or Subaccounts 1. Press the Accounts key. 2. Press the right arrow key to enter the “Set Up Accounts” screen. 3. Select View Accounts. 4. The names of your top level accounts appear. Select the account you want. 5. The system displays the total funds and total pieces for that account which includes the rolled up totals for all its subaccounts and subsubaccounts.
7 • Accounting Setup 2 Creating Accounts and Subaccounts To create a new subaccount or subsubaccount: continued 3. Select Create Account/Sub. 1. Press the Accounts key. 2. Press the right arrow key to enter the “Set Up Accounts” screen. 4. Select Add to an Existing Account. The system displays a list of all of the accounts and prompts you to select the account to which you would like to add a subaccount or subsubaccount. If necessary use the down arrow key to scroll down through the list. 5.
DM500™ and DM550™ Digital Mailing System Operating Guide 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. 1. Press the Accounts key. 2. Press the right arrow key to enter the “Set Up Account” screen. 3. Select Edit Account. 4. The names of your top level accounts appear. Select the account you want to edit. 5. Select the appropriate option: a.
7 • Accounting Setup 4 Setting an Account Period By default, your mailing system does not have an account period set. If you set an account period, when your system reaches the end of that period, you need to reset (clear) all of the data in the accounts before you can process mail again. To set an account period: 1. Press the Accounts key. 2. Press the right arrow key to enter the “Set Up Accounts” screen. 3. Select Accounting Period. 4.
DM500™ and DM550™ Digital Mailing System Operating Guide Deleting Accounts and Subaccounts 6 When you delete an 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. To delete an account: 1. Press the Accounts key. 2. Press the right arrow key to enter the “Set Up Account” screen. 3. Scroll down and select Delete Account. 4. A list of your accounts appear. You can only select a chargeable account to delete.
7 • Accounting Setup 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. Press the Accounts key. 2. Press the right arrow key to enter the “Set Up Accounts” screen. 3.
DM500™ and DM550™ 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 • Accounting Setup To transfer pieces: 9. Select Transfer Piece Count. The system displays a screen of the same accounts and prompts you to “Enter Number of Pieces to Transfer.” Enter the number of pieces or select Transfer Entire Piece Count and press Enter. 10. The system displays a screen of the from/to accounts and the piece count of the transfer. 11. Select Transfer ___. The system transfers the pieces and displays a screen showing the transaction.
DM500™ and DM550™ Digital Mailing System Operating Guide 12 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. Scroll down until you see the Accounting selection. The type of accounting currently set for your system is displayed next to the Accounting selection. 4. Press the screen key for Accounting.
7 • Accounting Setup Your Accounting System Features You can configure your mailing system to track and account for postage used by departments or individuals within your organization. Your system stores the following information for each account. • Account name (alphanumeric) — 32 characters for top level accounts — 16 characters for subaccounts — 16 characters for subsubaccounts • Account ID number • Item total.
DM500™ and DM550™ Digital Mailing System Operating Guide Account Structure and Hierarchy You can structure your accounts in single or multiple levels. For example, you can divide a top level department (account) into two or more major sections or subaccounts. You can further divide these subaccounts into two or more sections or subsubaccounts. The following examples demonstrate some of the ways in which you can structure your accounts.
7 • Accounting Setup 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. An account or subaccount, just like the subsubaccount is the chargeable account when it’s the last, or single, link in the structure. Piece count totals and funds used are transferred among accounts, subaccounts and subsubaccounts when they are chargeable accounts.
8 Reports Contents Introduction ....................................................8-2 Printing a Report ...........................................8-2 Single Account Report .................................8-3 Multi-Account Summary ...............................8-4 Last 5 Refills Report ......................................8-6 USPS Confirmation Services Report .............8-7 Permit Mail Report .........................................8-8 Account List 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.
DM500™ and DM550™ Digital Mailing System Operating Guide Reports 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 The Multi-Account Summary supplies the total pieces and postage for all enabled accounts. (Internal printer version) This report can be printed on an envelope with the internal printer.
DM500™ and DM550™ Digital Mailing System Operating Guide Multi-Account Summary (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 5 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.
DM500™ and DM550™ Digital Mailing System Operating Guide Confirmation Services Report System Printer 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 Permit Mail 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 Permit Mail Report provides a piece count on up to three permits. Use the up/down arrow keys to scroll through the permits. The report prints on one envelope or strip of tape.
DM500™ and DM550™ Digital Mailing System Operating Guide 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.
8 • Reports System Setup Report The System Setup Report is an extensive report that gives you comprehensive information about your total mailing system. You can only 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.
DM500™ and DM550™ Digital Mailing System Operating Guide 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.
8 • Reports 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.
DM500™ and DM550™ Digital Mailing System Operating Guide 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. Installed/Pending Rates This report displays only on the screen.
9 Maintaining and Updating Contents Items to Keep On Hand ................................9-2 Cleaning the Exterior ....................................9-2 Tape Maintenance .......................................9-3 E-Z Seal® Sealing Solution Maintenance ..... 9-5 Moistener Maintenance ...............................9-6 Printer Maintenance ...................................9-13 Replacing the Ink Cartridge ........................9-15 Changing the Printhead ..............................
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.
DM500™and DM550™ Digital Mailing System Operating Guide Tape Maintenance Tape maintenance consists of installing a new tape roll. The DM500™ and DM550™ systems uses adhesive tape. A red stripe appears along its edge approximately 22 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 Tape still on Roll continued 2. Drop the new tape in so that it feeds from the bottom of the roll to the right. The protective backing on the tape should be facing down. Pull about 12 inches of tape from the end of the roll up toward the cover and then loop it down into the slot. CAUTION: Do not load a tape strip that has any pink or black stripes showing. This will cause the last piece of tape to jam in the machine which and you will need to place a service call. 3.
DM500™and DM550™ Digital Mailing System Operating Guide 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. CAUTION: 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. 1.
9 • Maintaining and Updating Moistener Maintenance This section describes how to clean and/or replace the part of your mailing system that moistens the flap on the envelope. This part of the mailing system is the moistener brush assembly and consists of the moistener brush, moistener wick and moistener tank. If the seal quality does not improve after cleaning, you can replace the wick or moistener brush as needed. To order replacements, refer to Chapter 11, Supplies and Options in this guide.
DM500™and DM550™ Digital Mailing System Operating Guide 6. Replace the existing clean moistener brush assembly, or install a new one by pushing the assembly back on its track until it snaps into position. 7. Check to make sure that the flap blade of the moistener brush assembly is under (and not over) the stripper finger as shown here. Stripper Finger Flap Blade Feed Deck Moistener Brush Assembly 8. Verify that the moistener brush assembly is perfectly level with the feed deck SV60890 Rev.
9 • Maintaining and Updating Cleaning or Replacing the Wick 1. Open the feed cover and lift the E-Z Seal® bottle out of its holder. 2. Remove the Moistener Brush Assembly as described above in Cleaning or Replacing the Moistener Brush procedure. 3. Place your finger in the moistener tank round guide and pull straight out towards you. Moistener Tank Round Guide 4. Gently lift the moistener tank up and out. CAUTION: The tank may be full of E-Z Seal® liquid. Moistener Tank 5.
DM500™and DM550™ Digital Mailing System Operating Guide Cleaning or Replacing the Wick 6. Drain the moistener tank over the front of the machine into a receptacle as shown here. continued 7. To clean the moistener tank, remove the E-Z Seal® Sealing Solution supply tube and wipe out the tank with E-Z Seal® solution. Clean the wick by holding it under running water. 8. Push the supply tube back onto the moistener tank nozzle. Push the tube back on as far as it will go to prevent leaking. 9.
9 • Maintaining and Updating Cleaning or Replacing the Wick continued 10. Place the shield and wick assembly in the moistener tank and push down on the shield to push the assembly into the tank. 11. Replace the moistener tank and gently slide it back into the machine, taking care not to crimp the supply tubing. Do not push the tank all the way back into the machine yet. 12. Replace the E-Z Seal® Sealing Solution bottle.
DM500™and DM550™ Digital Mailing System Operating Guide Cleaning or Replacing the Wick continued 13. Remove the moistener tank and hold it as high as you can above the machine as shown in the picture on the right. Hold it in this position for approximately 20 seconds. a. Replace the moistener tank again and gently slide it back into the machine, taking care not to crimp the supply tubing. Do not push the tank all the way back into the machine yet. b.
9 • Maintaining and Updating 15. Replace the moistener brush assembly by pushing it back on its track until it snaps into position. Check to make sure that the flap blade of the moistener brush assembly is under (and not over) the stripper finger as shown here. Stripper Finger Flap Blade Feed Deck Moistener Brush Assembly 16. Verify that the moistener brush assembly is perfectly level with the feed deck. 17. Close the feed cover. 9-12 SV60890 Rev.
DM500™and DM550™ Digital Mailing System Operating Guide 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 procedures 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.
9 • Maintaining and Updating Printing a Test Pattern 8. Once the cleaning operation completes, the “Print Test Pattern” screen appears again. continued 9. Repeat steps 5 and 6 again. If the print pattern still has broken or missing 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 step 10. 10. Press the left arrow key to return to the postage screen.
DM500™and DM550™ 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 To replace the ink cartridge: 1. Lift up the main cover and locate the ink cartridge lid. Ink Cartridge Lid 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. Ink Cartridge 9-16 SV60890 Rev.
DM500™and DM550™ Digital Mailing System Operating Guide Replacing the Ink Cartridge continued 4. Insert the new ink 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 correctly (see Printing a Test Pattern in this chapter). SV60890 Rev.
9 • Maintaining and Updating 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. The “Printhead Warning - Continue?” screen appears.
DM500™and DM550™ Digital Mailing System Operating Guide Changing the Printhead 6. Push the printhead tab to the left as shown here. continued 7. While continuing to press the printhead tab to the left, pull the assembly forward as shown here. This exposes the printhead cover. Printhead cover 8. Grasp the printhead cover and pull up as shown here. SV60890 Rev.
9 • Maintaining and Updating Changing the Printhead 9. Locate the stand-off on top of the printhead shown here. continued Printhead Stand-off 10. Grasp the printhead standoff and lift the printhead up and out. 11. Discard the old printhead. 12. Locate the new printhead. Remove the orange packing tab from the new printhead as shown here. 13. Install the new printhead in the printhead slot. 9-20 SV60890 Rev.
DM500™and DM550™ Digital Mailing System Operating Guide Changing the Printhead 14. Close the printhead cover and push the printhead tab back into place. continued 16. Once the initializing is complete, the “Print Test Pattern” screen appears and prompts you to “Press Tape or print an envelope”. 15. Close the main cover; the “Initializing Printhead” screen appears. You must perform the print test at this time. Follow the prompts, or refer to Printing a Test Pattern in this chapter for more information.
9 • Maintaining and Updating 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.
DM500™and DM550™ Digital Mailing System Operating Guide Performing Updates or Adding Features This section describes how to: • Turn on new features. • Perform software updates and download new postal rates. • Add new advertisements and inscriptions. Turn on New Features If you purchase a particular feature before your system is delivered, your Pitney Bowes representative will enter the feature code when installing your system.
9 • Maintaining and Updating Performing Updates or Adding Features continued 6. Select the method of update from the options displayed on the screen. The options are: Art Card Feature Code Phone Download a. Art Card: If you select Art Card, the system prompts you to “Place Art Card in slot at side of control panel”. Insert the art card containing the update or add-on and the system begins the download. As soon as it completes you are prompted to restart your system so that the updates can take effect. b.
10 Troubleshooting Contents How to Troubleshoot your DM500™ and DM550™ Digital Mailing System ................................10-2 Envelope Sealing Problems ........................10-2 Envelope Feeding Problems .......................10-3 Tape Feeding Problems ..............................10-6 Printing Problems ........................................10-6 Problems Adding Postage to Your Meter ...............................................10-8 Display Problems ........................................
10 • Troubleshooting How to Troubleshoot your DM Series™ Digital Mailing System This chapter contains a list of problems you may encounter while using your DM Series™ System. Review the problems and if you are unable to find a solution, call the Help Desk or you can 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.
DM500™ and DM550™ Digital Mailing System Operating Guide Envelope Feeding Problems Description Possible Causes More than one envelope Too many envelopes are on the is feeding feed deck; envelopes are not stacked properly on the feed deck. Solution Remove some of the envelope and test with a smaller stack. Slant the envelopes slightly to the left (shingled). Shingled Feeder adjustment setting is incorrect. Adjust the thickness adjustment knob to correspond to the envelope thickness.
10 • Troubleshooting Envelope Feeding Problems Description Envelope(s) getting jammed Possible Causes Solution Envelopes are too thick or thin for the feeder adjustment setting. 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.
DM500™ and DM550™ Digital Mailing System Operating Guide Envelope Feeding Problems Description Possible Causes Solution Envelope(s) getting jammed To clear a jam in the feed deck : (continued) 5. Depending oh how badly the envelope is damaged, you may need to replace it. (continued) 6. Make sure the feed deck is clear and the jam release levers are down. 7. To continue processing mail, close the cover and select Start to continue from the display. To clear a jam in the transport deck: 1.
10 • Troubleshooting Tape Feeding Problems Description Tape jamming in the feeder Possible Causes Solution Adhesive is left on the leading 1. Lift the feed cover. edge of the new tap roll, or the 2. Select Unload Tape from the screen. leading edge of the tape is rolled or 3. The system backs the tape out of the folded under the tape roller. tape slot. If the system fails to back the tape out of the slot, gently pull the tape out of the slot. 4.
DM500™ and DM550™ Digital Mailing System Operating Guide Printing Problems Description Meter imprint is out of alignment Possible Causes Envelope is skewing on the feed deck. Solution 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.
10 • Troubleshooting Problems Adding Postage to Your Postage Meter Description Refill operation fails when IntelliLink® Control Center is on or off the mailing system Possible Causes Solution 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.
DM500™ and DM550™ Digital Mailing System Operating Guide Weighing Problems Description Possible Causes Weight on internal scale Possible interference. is erratic Solution Remove everything from the scale and turn off the power. Rezero the scale. To rezero the scale, press the Menu key, then select Zero Scale. Make sure when you place mail on the scale you center it and check to make sure that it is not touching another surface.
10 • Troubleshooting Weighing Problems Description Weights on external scale are erratic or the scale does not return to zero. Possible Causes Solution For MP Series External Weighing Platform scales: The scale top cover my not be seated properly on the scale continued Center the bubble 4. If you do not have a flathead screw driver, lift the corner and adjust the leg(s) until the bubble is centered in the circle. 5. Replace the top cover and test the scale. To test the scale: 1.
11 Supplies and Options Contents Ordering Supplies ........................................ 11-2 Consumables You Can Order .................... 11-2 Moistener Kit .............................................. 11-3 Wiper Blade and Printhead Kits .................. 11-3 Accessories You Can Order ....................... 11-4 USPS Supplies ........................................... 11-5 SV60890 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.
DM500™ and DM550™ Digital Mailing System Operating Guide Moistener Kit Moistener Kit (includes complete stripper blade assembly with brush in holder, wick and protective grate) 771-0 Wiper Blade and Printhead Kits DM Series™ Replacement Printhead (contains 1 printhead and 2 wiper blades per carton) 771-1 Replacement Wiper Blade 771-2 USPS Confirmation Services Delivery Confirmation Labels Signature Confirmation Labels E-Certified Labels USPS Confirmation Services Request Book 639-6 639-9 639-5 64
11 • Supplies and Options Accessories You Can Order Advertisements and Inscriptions Advertisements and inscriptions contain messages you can include in the meter stamp. A number of standard advertisements and inscriptions are included with your mailing system. You can order additional customized advertisements and inscriptions bearing your personalized message by calling the Pitney Bowes Supply Line™ or visiting the Pitney Bowes web site.
DM500™ and DM550™ Digital Mailing System Operating Guide Ordering Permits for Your Mailing System 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. You can print a permit on a piece of mail instead of a meter stamp. You purchase permits from the US Post Office.
A SV60890 Rev.
A • Glossary Accounting A feature of the mailing system that allows you to charge postage to individual accounts. AccuTrac™ Mail Accounting Software 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.
DM500™ and DM550™ Digital Mailing System Operating Guide Certified Mail Rates Please refer to the USPS web site at www.usps.com for rates. Class Key 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. Communications Port Place to connect an optional Pitney Bowes scale, printer, or a PC.
A • Glossary Feed Deck The area of the mailing machine where you feed the envelopes. FIM (Facing Identification 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 your meter, enter new refill amounts or get Postage By Phone® Meter Payment System balance.
DM500™ and DM550™ Digital Mailing System Operating Guide 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 indicia” (IBI). The US Postal Service’s IBI Program (IBIP) is the program that makes printing of postage by a meter device possible. Mixed Mail Mail consisting of varying lengths and widths.
A • Glossary Rate update Changing of the postal rates by the USPS. Reports Key This key allows you to view a or select a report to print. Return Receipts 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.
DM500™ and DM550™ Digital Mailing System Operating Guide Test Pattern The pattern printed during a test to show the clarity of the meter imprint. Thickness Adjustment Knob Adjusts the tension to accommodate the thickness of the pieces of mail you are feeding. Tyvek® A plastic material used for envelopes. USPS The Unites States Postal Service. Wiper Blade Part of the printing assembly that wipes excess ink off the printhead.
Appendix B - Operator Training Checklist The following checklist includes the topics your Pitney Bowes representative will discuss with you to ensure that you fully understand how to operate your DM Series™ Digital Mailing System. The checklist is divided into the following sections: Learning About Your System ........................ B-2 Basic Operations .......................................... B-3 Advanced Operations* ................................ B-4 If You Need to Change Your System Setup ........
B • Operator Training Checklist Learning About Your System Place a check mark in the Done box when you complete the topic. Learning About Refer to Chapter and Section Page System controls, connections Chapter 2, Parts of Mailing System and their locations. 2-5 The IntelliLink® Control Center and the main display screen. Chapter 2, The IntelliLink® Control Center 2-12 DM Series™ Digital Mailing System throughput.
DM500™ and DM550™ Digital Mailing System Operating Guide Basic Operations Place a check mark in the Done box when you complete the topic. SV60890 Rev. G How to do the following: Refer to Chapter and Section Move around, select and enter information in the main screen. Chapter 4, Navigating Hints Page Done 4-2 Determine the best way to Chapter 4, Determining the Correct run mail on your DM Series™ Postage Mode system. 4-4 Select the way you are going to run mail on your system.
B • Operator Training Checklist Advanced Operations Place a check mark in the Done box when you complete the topic. B-4 How to do the following: Refer to Chapter and Section Page Change or advance the date to be printed on your envelope or tape (this does not change your system's date). Chapter 4, Meter Stamp Options: Date 4-17 Add advertisements to your meter stamp. Chapter 4, Meter Stamp Options: Advertisement 4-18 Add inscriptions to you meter stamp.
DM500™ and DM550™ Digital Mailing System Operating Guide If You Need To Change Your System Setup Place a check mark in the Done box when you complete the topic. SV60890 Rev. G How to do the following: Refer to Chapter and Section Page Change the date on your DM system. Chapter 5, Setting the Date and Time of Day 5-5 Set up a new scale or change Chapter 5, Setting Up the Scale settings on an existing scale, and Selecting Rates including: 5-8 • adjust for the scales environment.
B • Operator Training Checklist If You Need To Change Your System Setup (continued) Place a check mark in the Done box when you complete the topic. How to do the following: Refer to Chapter and Section Page Change timeouts on your DM Chapter 5, Configuring System system, including: Timeouts 5-18 • set how long the main screen can remain inactive before turning off.
DM500™ and DM550™ Digital Mailing System Operating Guide What You Need to Maintain Your System Place a check mark in the Done box when you complete the topic. How to do the following: Refer to Chapter and Section Determine what supplies you need to keep on hand. Chapter 9, Items to Keep on Hand 9-2 Clean the outside or your DM Series™ Digital Mailing System. Chapter 9, Cleaning the Exterior 9-2 Replace the tape roll. Chapter 9, Tape Maintenance 9-3 Refill the E-Z Seal Sealing Solution.
B • Operator Training Checklist If You Have Problems with Your System Place a check mark in the Done box when you complete the topic. B-8 What to do if the following occurs: Refer to Chapter and Section Page Envelopes are not sealing correctly. Chapter 10, Envelope Sealing Problems 10-2 Envelopes are not feeding correctly, or are getting jammed. Chapter 10, Envelope Feeding Problems 10-3 Tape is jamming. Chapter 10, Tape Feeding Problems 10-6 Postage is not printing correctly.
C Specifications Contents Specifications .............................................. C-2 Mailing Materials..................................... C-4 Envelope Dimensions ............................. C-5 SV60890 Rev.
C • Specifications Specifications Dimensions and Weight DM500™ (DGF1(1), DEP0(2)) DM550™ (DHF1(1), DEP0(2)) Size (inches): w/o Stacker 35L x 15H x 19W Size (mm): w/o Stacker 889L x 381H x 483W Weight (lbs): 64 66 Weight (kgs): 29 30 DM500™ (DGF1(1), DEP0(2)) DM550™ (DHF1(1), DEP0(2)) Electrical and Power Electrical Power Requirements VAC +/- 1 Hz 120-240 Power Consumption: Operating Conditions Temperature Range F (C) Relative Humidity Capacities and Features 145W DM500™ (DGF1(1), DEP0(2)
DM500™ and DM550™ Digital Mailing System Operating Guide Capacities and Features DM500™ (DGF1(1), DEP0(2)) DM550™ (DHF1(1), DEP0(2)) Sealing Method Sealing with flap closed. E-Z Seal® Fluid Sensing Warning method for low fluid level of E-Z Seal®. Stacker Type Stacker Capacity for #10 Envelopes Ink Capacity Internal Modem Drop stacker 4 inches (102 mm) Up to 9,300 impressions without an advertisement. Up to 4500 impressions with an advertisement.
C • Specifications Specifications Mailing Materials: continued Envelope Dimensions (refer to envelope measurement figure on next page) Minimum 3 in. x 5 in. (76.2 mm x 127 mm) postcard size. Maximum 11 in. x 13 in. (279 mm x 330 mm) in landscape orientation. C5 envelopes can be processed when in portrait orientation. Envelope Flap Depth (refer to envelope measurement figure) Minimum 1 in. (25.4 mm) Maximum 3 in. (76.2 mm) Envelope Thickness Minimum 0.007 in. (0.18 mm) Maximum 5/8 in. (15.
DM500™ and DM550™ Digital Mailing System Operating Guide Envelope Dimensions 13 in. (330 mm) 3 in. (76.2 mm) 11 inches (279 mm) Maximum 5 in. (127 mm) 1 in. 3.0 in. (76 mm) SV60890 Rev. G (25.
Index SV60890 Rev.
Index A B Accessories description 2-4,11-4 ordering 2-4,11-4 Accounting selecting the accounting type 7-13 set up mode 7-2 turning off accounting 7-13 Accounts accessing features 7-2 adding subaccounts to 7-5 changing name 7-5,7-7 changing number 7-5 changing password 7-5 changing status 7-7 checking Postage By Phone® balance 6-7 clearing account information 7-10 deselecting 4-14 enabling/disabling 7-8 explaining account structure 7-15,7-16 overview 2-4 selecting a period 7-8 selecting to print postage 4
DM500™ and DM550™ Digital Mailing System Operating Guide Daylight saving setting up 5-5 Dialing prefix 5-13 Differential weighing how to use 4-10 when to use 4-5 Discount codes 5-11 Display adjust the contrast 5-4 setting the sleep timer 5-18 E E-Z Seal® 9-5 adding more solution 9-5 checking the level in moistener tank 9-10 Ordering 11-2 E-Z Seal® bottle description 2-10 location 2-10 Energy Star Compliance 2-2 Enter key description 2-13 location 2-13 Envelopes dimensions C-5 shingled 3-2,4-6 Error report
Index M Mail determining the postage mode 4-4,4-5 preparation 3-2,4-6 quick setup and start 3-2 selecting the postage mode 4-8 Mailing materials C-4 Mailing system art card slot 2-5 covers 2-5 description 2-5 feed deck 2-5 on/off switch 2-5 platform scale (optional) 2-5 side guide 2-5 stacker 2-5 transport release knob 2-5 Maintenance cleaning the exterior 9-2 cleaning the printer nozzle 9-14 moistener brush assembly 9-6 cleaning/replacing the brush 9-6 cleaning/replacing the wick 9-8 printing a test patte
DM500™ and DM550™ Digital Mailing System Operating Guide Permit mail report 8-8 Platform scale (optional) location 2-6 Postage adding more postage 4-26 Postage By Phone® System 6-2 checking funds in account 6-7 checking funds in postage meter 6-6 entering the dialing prefix 5-13 entering the number to dial 5-13,5-14 setting up 5-12 setting up your account 5-13 Postage funds adding to postage meter 6-8 checking account 6-7 managing 6-3 Postage meter 6-2 adding funds 6-8 connecting to analog line 6-4 connecti
Index Screen keys description 2-12 location 2-13 Seal key description 2-12 location 2-13 when running mail 3-2,4-6 Side guide adjusting for mail 3-3,4-6 correct setting 4-6 location 2-6 Single account report 8-3 Specifications mailing materials C-4 width of tape rolls C-4 Stacker definition 2-5 Start key description 2-13 location 2-13 Subaccount add 7-5,7-6 Subsubaccount add 7-5 Supplies ordering 11-2 System Setup Report 8-10 T Tape installing 9-3 ordering 11-2 specifications C-4 Tape key description 2-13 lo
