DM925™ DM Series™ Digital Mailing System Operator Guide US English Version
SV62207 Rev. B ©2009 Pitney Bowes Inc. All rights reserved. This book may not be reproduced in whole or in part in any fashion or stored in a retrieval system of any type or transmitted by any means, electronically or mechanically, without the express, written permission of Pitney Bowes. We have made every reasonable effort to ensure the accuracy and usefulness of this manual; 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 - INVIEW™ Accounting Chapter 8 - Reports Chapter 9 - Maintaining and Updating Chapter 10 - Troubleshooting Chapter 11 - Supplies and Options Chapter 12 - Specifications Appendix A - Glossary Index SV62207 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.
DM925™ Digital Mailing System Operating Guide What You Need to Know Since your postage meter (Postal Security Device) is licensed by the United States Postal Service (USPS), you must follow a few basic requirements. USPS Requirements • • • • • 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.
DM925™ Digital Mailing System Operating Guide • • Do not connect your postage meter (Postal Security Device) to a digital phone line. The device’s built-in modem is designed to work with an analog phone line only. (Your fax machine is usually connected to an analog phone line.) If you do not know if your line is digital, call your phone provider for verification. Disconnect the telephone cord from the wall before removing the IntelliLink® Control Center.
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 DM925™ Digital Mailing System Introducing the DM Series™ Mailing System .......................................2-2 Features and Benefits ..........................................................................2-2 Parts of the Mailing System..................................................................2-5 SV62207 Rev.
2 • Meet the DM925™ 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.
DM925™ Digital Mailing System Operating Guide Variety of Communications Options Your DM Series™ Digital Mailing System comes with communications ports for data communications with Pitney Bowes support services and for 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 DM925™ Digital Mailing System Accounting and Reporting INVIEW™ Accounting INVIEW™ Accounting and reporting allows you to store postage costs for 100 accounts. You can run reports on single or multiple accounts and limit access to the accounts by password protecting them. For more information about INVIEW™ Accounting, refer to Chapter 7, INVIEW™ Accounting in this guide. Budget Manager You can also acquire the enhanced accounting package, Budget Manager.
DM925™ Digital Mailing System Operating Guide Parts of the Mailing System This section describes the parts of your DM925™ 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. 1 Back Stop - Holds large envelopes in place.
2 • Meet the DM925™ Digital Mailing System The Digital Mailing System Exterior 3 2 4 1 8 7 6 5 9 10 11 12 USB Ports (USB Network Adapter can be plugged in here) USB Network Adapter and LAN Cable Serial Port 2-6 USB Port for Flash Memory Drive (used with INVIEW™ Accounting) SV62207 Rev.
DM925™ Digital Mailing System Operating Guide Mailing System Interior Refer 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 DM925™ Digital Mailing System The IntelliLink® Control Center This section describes all of the function keys on the IntelliLink Control Center, the control center Main Screen, and the connectors on the back of the control center used to connect it to the AC adapter and to internal and external phone lines. Function Keys 1 2 Lock Button - Locks the IntelliLink® Control Center. 3 Normal Preset Key - Returns you to the most commonly used setting.
DM925™ Digital Mailing System Operating Guide 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 SV62207 Rev. B Start Key - Begins processing mail with the options you have selected.
2 • Meet the DM925™ Digital Mailing System The Main Screen The content of the main screen depends upon the current mode of the machine. Main screens are the only screens that contain a meter stamp replica area and a main status area. The main screen enters a sleep mode after a certain period of inactivity.
DM925™ Digital Mailing System Operating Guide Connectors on the Back of the IntelliLink® Control Center • • Internal Analog Phone Line Connector - The IntelliLink® Control Center has an internal analog modem and can connect directly to an analog phone line. The term analog phone line refers to a RJ11C or RJ11W compatible (single line) telephone wall plug typically used for a residential phone or facsimile hookup.
2 • Meet the DM925™ Digital Mailing System 2 - 12 SV62207 Rev.
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 SV62207 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.
DM925™ Digital Mailing System Operating Guide 4. Set the sealer lever. Push lever to the right for sealing or to the left for postcards and mail you do not want sealed. Sealer Lever 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.
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.
DM925™ Digital Mailing System Operating Guide Applying Postage and Running Mail To apply postage and run mail on the DM925™ mailing system, follow the procedures listed here. You must follow procedures 1 and 2 before you run mail through the 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 3/4 in. thick. • over 3.5 in. x 5 in. or under 13 in. x 15 in. • under 5.0 lbs.
DM925™ Digital Mailing System Operating Guide Chart B - Postage Tape Mode If: Then use this mode: You know the amount of postage needed for your piece of mail. Key In Postage You do not know the weight of your piece of mail. Attached Scale (An option you may be able to purchase. Not available on all systems.) You have several pieces of mail and do not know their postage Attached Scale - AutoTape (An option you may be able to 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 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.
DM925™ Digital Mailing System Operating Guide 4. Lift the back stop to its “up” position for larger mail.Set the sealer lever. Push lever to the right for sealing or to the left for postcards and mail you do not want sealed. Sealer Lever 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.
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.
DM925™ Digital Mailing System Operating Guide About Printing Postage Tapes Print postage tapes for: • • • • • Packages Onion skin/airmail type envelopes Tyvek® envelopes Envelopes that are thicker than 3/4” Any pieces of mail that are outside the limits specified for mailing materials - see Chapter 12, Specifications in this guide for details. You can request up to 50 tapes at a time. The tapes exit into the stacker.
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.
DM925™ Digital Mailing System Operating Guide Mode Selection: Key in Postage Use this mode if you know what the correct amount of postage is for your mail and you intend to apply this postage to each piece. 1. Press the Mode key. 2. Select Key In Postage. 3. Key in the correct postage value using the numeric keys on the IntelliLink® Control Center, then press the Enter key. 4. If you are done, place the mail on the feed deck and press the Start key, otherwise go to step 4. 5.
4 • Running Mail Mode Selection: Weigh First Piece This feature is available only on systems that have the optional Weigh-On-The-Way® (W-O-W®) module installed. In this mode, the machine weighs the first mail piece and processes the remaining mail at the same postage rate. WARNING! Do not lean on or disturb the system while it is 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.
DM925™ Digital Mailing System Operating Guide 4. Select Differential Weighing. The system prompts you to place the mail on the scale. CAUTION: Make sure you center the mail on the scale and check to be sure it is not touching any other surface or object. 5. Place the mail on the scale. • If you have previously selected a class, the system displays the 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 W-O-W® mode is in use. Use this option If the AutoScale feature is set to Off. See Set Up Scales/ Rates: AutoScale in Chapter 5 in this guide. 1. Press the Mode key. 2. Select Attached Scale. The “Attached Scale Mode” screen appears. 3. Place the piece of mail on the scale.
DM925™ Digital Mailing System Operating Guide Mode Selection: Print Permit This feature may be offered as an optional feature and is not available on all Pitney Bowes solutions. Please contact your local account representative to determine if this option is accessible on your system. Refer to Ordering Permits for Your Mailing System in Chapter 12 in this guide for information on ordering permits. A permit is a special postal mark used instead of the usual meter stamp imprint.
4 • Running Mail Mode Selection: Time and Date Stamping Time Date Stamping mode allows you to print the current time and date, along with the word “Received” on incoming mail. NOTE: If you are using INIVEW™ Accounting, Time and Date Stamping mode has additional attributes. Refer to “Selecting an Account in Time Date Stamping Mode” in Chapter 7 for more information. The time and date will remain the same during a single transaction (whether you process a single envelope or 100 envelopes.
DM925™ Digital Mailing System Operating Guide 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.
4 • Running Mail 4. Select the account you want to use: • Press Enter to select the account that most closely matches the characters you searched on; or • If a list of account names appear on the screen, press the screen key that corresponds with the account you want to use. The system returns to the Main screen, and the name of the account appears in the Account field. 5. If the account password is enabled, the Enter Account Password screen appears. If the account password is not enabled, go to step 4. a.
DM925™ Digital Mailing System Operating Guide 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.
4 • Running Mail 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.
DM925™ Digital Mailing System Operating Guide 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.
4 • Running Mail Meter Stamp Options: Inscription You can have a variety of inscriptions appear on your piece of mail. For a list of the inscriptions provided with your mailing system, refer to Chapter 11, Supplies and Options in this guide. To add more inscriptions, refer to Performing Updates or Adding Features in Chapter 9 in this guide. 1. 2. 3. 4. 5. Press the Menu key. Select Meter Stamp Options. Select the Inscription option. Use the down arrow key to scroll through the inscriptions.
DM925™ Digital Mailing System Operating Guide 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.
4 • Running Mail 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.
DM925™ Digital Mailing System Operating Guide 12. Press the Enter key. The “Enter another package?” screen appears. Follow the screen prompts to process more pieces of mail for 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.
4 • Running Mail 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. Select the appropriate option: • To edit an existing record, select Edit records.
DM925™ Digital Mailing System Operating Guide 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.
4 • Running Mail • • BPOD for SigCon - If this option is on, and Signature Confirmation is selected, the system will include your Mailer ID/ D-U-N-S® 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.
DM925™ Digital Mailing System Operating Guide 9. Repeat steps 1-8 as necessary. 10. Transfer Files: a. Connect the control center to the Pitney Bowes Data Center. b. Upload your records no later than the end of every day. To do this, press Menu and select Confirmation Services. 11. The display automatically prompts you to print receipts or reports after you upload records, provided this feature is enabled in the customer setting menu (the default for this option is enabled).
4 • Running Mail 5. Enter the USPS tracking barcode number. NOTES: • You will not be prompted to enter the Customer Reference Number if your barcode includes the reference number. • If you use labels supplied by Pitney Bowes, be sure to use the correct label for the selected service, in this case E-Certified (dark green) labels.
DM925™ Digital Mailing System Operating Guide Customer Reference Number (ERR) The Pitney Bowes solution for Electronic Return Receipt (ERR) may include the option to use a Reference Number that can tie the USPS 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.
4 • Running Mail 6. Apply the barcode: a. Apply the 22-digit barcode label to your mail piece if it is not already pre-printed on the mail piece. NOTE: 22 -digit barcode labels for tracking E-Certified Mail must begin with “9171” in order to be tracked correctly per USPS guidelines. b. Press Enter. (This step is not required if the system is set to autoenter.) 7. Enter the customer reference number. a. Scan or manually type your own unique reference number for this mail piece.
DM925™ Digital Mailing System Operating Guide 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.
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.
DM925™ Digital Mailing System Operating Guide Overview of Mailing System Set Up Follow the other procedures listed here as needed. For details on each procedure, refer to the section number listed here. 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 Selecting Autostart 6 Setting up a Supervisor Password. 4 7 Setting up a Lock Code. 8 Setting up the Scale and Selecting Rates. 9 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.
DM925™ 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 6 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.
DM925™ Digital Mailing System Operating Guide 8 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 Autoscale Carrier/Class Disp Class if new Piece The Class if new Piece, Dest. if new Dest. if new Piece Piece and Dest. if new Class options allow Dest.
5 • Mailing System Setup Scale/Rates: Autoscale You can set AutoScale to On or Off. Select On to enable the AutoScale feature. When a mail piece is placed on the scale it will automatically weigh and rate the mail piece. Select Off to disable this feature. If you disable this feature and your system has an attached scale, you need to select the Attached Scale mode when running mail if you want your system to weigh the mail and calculate postage.
DM925™ Digital Mailing System Operating Guide 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.
5 • Mailing System Setup Scale/Rates: Smart Classes The Smart Class™ capability of the DM Series™ mailing system software has been enhanced to provide fully automatic printing of postal inscriptions or postal endorsements. With the Smart Class™ feature, you are able to set the W-O-W® (Weigh-On-The-Way®) in an automatic mode to allow changes in Class based on the weight of the mail-piece. (Example: Automatically switch between Presort Classes depending on the weight of mailpieces.
DM925™ Digital Mailing System Operating Guide 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.
5 • Mailing System Setup d. Select the appropriate class, in this example Priority Mail. The Fees screen appears. Press Enter. The Select Auto Ad/Inscriptions screen appears: • To add an ad, select Ads/Messages. Scroll through the list and select the appropriate option. • To add an inscription, select Inscriptions. Scroll through the list and select the appropriate option. • Press Enter when done. The display shows the first weight break for this Smart Class™.
DM925™ Digital Mailing System Operating Guide Modifying a Smart Class™ with an Auto Inscription 1. Press the Menu key. 2. Select Set Up, then press the down arrow and select Scales/Rates. 3. Press the down arrow (depending on your system you may have to press it twice) and select Smart Classes. 4. Select View. 5. Select the Smart Class™ you wish to edit. 6. Select View Detail. 7. Select Modify Auto Ad/Inscription. 8. The Select Auto Ad/Inscriptions screen appears: • To add an ad, select Ads/Messages.
5 • Mailing System Setup 9 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). To access the Postage By Phone® System setup options, press the Menu key on the IntelliLink® Control Center, select Set Up from the main screen, and then select Phone/Network Set Up.
DM925™ Digital Mailing System Operating Guide Phone/Network Set Up: My Phone # Use this option to enter your local phone number (the number to which your mailing system is connected). 1. Press the Menu key on the control center. Select Set Up from the main screen, then select Phone/Network Set Up. 2. Select My Phone #. 3. Use the numeric keypad to enter your local phone number. Be sure and include the area code with your number. Also, use only digits and do not include spaces or dashes. 4.
5 • Mailing System Setup Phone/Network Set Up: Network Settings This option allows you to modify individual phone connection parameters. CAUTION: Changing these parameters may result in errors when trying to contact Pitney Bowes. Contact your Pitney Bowes representative or call the Help Desk if you are not sure. Refer to the Pitney Bowes Contact Information List at the front of this guide for the phone number. 1. Press the Menu key on the control center.
DM925™ Digital Mailing System Operating Guide 10 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.
5 • Mailing System Setup 12 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.
DM925™ Digital Mailing System Operating Guide Timeouts: Normal Preset Timer The normal preset timer option allows you to specify how much time you want to allow the system to remain idle before it returns to the Normal 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.
5 • Mailing System Setup 13 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.
DM925™ Digital Mailing System Operating Guide Defining Custom Preset Values Defining Custom Preset Values When creating a custom preset, the mailing system will prompt you to select a class of mail if you are using Key In Postage Mode. Selecting a class will ensure your preset values are updated automatically when 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.
5 • Mailing System Setup Store Advance Date in a Custom Preset This feature may be offered as a standard or optional feature and is not available on all Pitney Bowes solutions. Please contact your local account representative to determine if this option is accessible on your system. In order to store an Advance Date setting in a custom preset, you need to first turn on this feature. For information on setting an advance date, refer to Meter Stamp Options: Date section in Chapter 4 in this guide.
DM925™ Digital Mailing System Operating Guide 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”.
5 • Mailing System Setup 14 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.
DM925™ Digital Mailing System Operating Guide Postal Rules and Guidance IMPORTANT: Any custom message printed by the DM Series™ system must follow USPS guidelines as published in the Domestic Mail Manual (DMM). Creating a Custom Message for the First Time 1. 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.
5 • Mailing System Setup 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.
DM925™ Digital Mailing System Operating Guide 15 Taking the Meter Out of Service 16 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.
5 • Mailing System Setup 17 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.
DM925™ Digital Mailing System Operating Guide Setting the Default Scan Type If you are using an accounting system on your mailing system you can set up the scanner so that it knows what field is scanning without using a prefix code. Your selection of Account Name or Account Code depends on your accounting system. You can then scan the account code or name directly from the Main screen on IntelliLink® Control Center display. To set the default value: 1. 2. 3. 4.
5 • Mailing System Setup Adding Barcode Prefixes If you are going to scan multiple fields, you will need to create barcodes that contain a 1 or 2 digit prefix. This prefix identifies the field you are 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. You can then scan these barcodes when the Main screen displays IntelliLink® Control Center.
DM925™ Digital Mailing System Operating Guide Combining Barcodes If you need to combine multiple barcode scans into a single barcode, use this setup option. For example, the typical barcode scanner can only accept a maximum of 30 characters. If you want to scan an account name that contains more than 30 characters, say 50 characters, you add a "join character" at the end of the first 30 characters.
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. 2. 3. 4.
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.
DM925™ 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.
DM925™ 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 3 Checking Available Funds in Your Postage Meter If you are not sure if you have enough money to run mail or print tapes, you should check the amount of money (funds) in your postage meter. To check available funds in your meter: 1. Press the Funds key. The amount of funds available in your postage meter displays at the top of the screen. 2. To print a funds report on an envelope, place an envelope on the feed deck and press the Start key. To print on a tape, simply press the Tape key.
DM925™ 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 • INVIEW™ Accounting Navigating Hints ................................................................................... 7-2 Overview of Accounting ....................................................................... 7-3 Before You Begin ................................................................................. 7-3 Using the INVIEW™ Accounting Setup Procedures ............................ 7-4 Setting Up the Mailing System for INVIEW™ Accounting.................... 7-4 Setting Up Operators ....
7 • INVIEW™ Accounting Navigating Hints • You can access all of the INVIEW™Accounting features by pressing the Accounts key on the IntelliLink® Control Center. The system displays the account names in the format shown here: Select Account 0. None 2. Account Name> - 3. Account Name> Screen Options - 4. - 5.
DM925™ Digital Mailing System Operating Guide Overview of Accounting The information in this chapter describes how to set up the INVIEW™ Accounting package provided with your mailing system. If you purchased the enhanced accounting package, Budget Manager, or if your system is connected to an AccuTrac™ Mail Accounting Software SA system, or is part of the Business Manager system, refer to the documentation provided with these applications. • • • For the Budget Manager, refer to SV60957.
7 • INVIEW™ Accounting Using the INVIEW™ Accounting Setup Procedures 1 Setting Up the Mailing System for INVIEW™ Accounting Setting the Accounting Period The following is a list of all the account setup procedures. For details on each procedure, refer to the section number listed here. 1 Setting Up the Mailing System for INVIEW™ Accounting. 2 Setting Up Operators. 3 Working with Accounts. 4 1 Running Mail. 5 Transaction Options. 6 Reporting.
DM925™ Digital Mailing System Operating Guide a. Type in the start date of your fiscal year. NOTES: • You can enter a start d2ate that is within the current year. For example, if today's date is 1/0/2009, you can enter a start date back to 1/20/2008. When you enter the year, be sure to enter the full 4-digit year (e.g., 2008 or 2009). • Once you run a transaction you cannot change the start date of the fiscal year until you clear the accounting data, or the fiscal year ends. b.
7 • INVIEW™ Accounting Setting Up a Global Surcharge or Discount When you select the surcharge method from the Set Up menu, you are setting a global surcharge, or a surcharge that applies to each transaction (or batch) processed by INVIEW™ Accounting, unless a batch surcharge overrides it. You can apply a global surcharge per piece of mail, per transaction, and/or per transaction percentage.
DM925™ Digital Mailing System Operating Guide Selecting an Accounting Type Follow the procedure below to select an accounting type, or to disable the accounting feature on your mailing system. 1. Press the Accounts key. 2. Press the right arrow key to enter the “Set up Account” screen. 3. Press the down arrow key to press the down arrow key and select Accounting. NOTE: The type of accounting currently set for your system is displayed next to the Accounting selection. 4.
7 • INVIEW™ Accounting Turning INVIEW™ Account Passwords On or Off By turning passwords on, you can protect each account from unauthorized access. NOTE: Before you can turn account password protection on or off, you need enable the supervisor password protection feature. Refer to Setting up a Supervisor Password in Chapter 4 of this guide for more information. To turn account passwords on or off: 1. Press the Menu key. 2. Select Set Up, then select Accounting Set Up. 3.
DM925™ Digital Mailing System Operating Guide Autoclearing Job IDs You can set up the system to automatically clear Job IDs at the end of each transaction. To autoclear Job IDs: 1. 2. 3. 4. 5. 6. Reporting Options Press the Menu key. Select Set Up, then Accounting Set Up. Press the down arrow key twice. Select Job ID Setup. Select Job ID Autoclear to toggle this option on/off. Press Enter when done.
7 • INVIEW™ Accounting 2 Setting Up Operators This section contains the basic instructions necessary to set up and maintain operators on your mailing system. • • • • • • Enabling Operators Enabling Operator Passwords Creating Operators Enabling Operators Setting Operator Auto Log Off Deleting Operators Viewing and Editing Operators Follow the steps here to set up your mailing system so that you can assign operators and require each operator to enter his or her operator ID and password.
DM925™ Digital Mailing System Operating Guide Creating Operators Follow the steps below to create a new operator and assign a 4-digit alphanumeric password for the operator. This operation requires that you have supervisor privileges: • If supervisor passwords are on; or • If operators have been enabled. If you do not have supervisor privileges, you can log on to the system, but you cannot create any new operators. 1. Press the Menu key. 2. Select Set Up, then select Basic Settings. 3. Select Operators.
7 • INVIEW™ Accounting Deleting Operators If there is transaction data associated with an operator and you delete the operator, the system does not remove the operator from the system until the end of the fiscal year. Instead, the operator becomes inactive, and will not be able to log on to the system. At the end of your fiscal year, you will receive a prompt indicating that the last reporting period has ended.
DM925™ Digital Mailing System Operating Guide 3 Working with INVIEW™ Accounts INVIEW™ Accounting Account Structure This section contains the basic instructions necessary to set up and maintain accounts on your mailing system. • • • • • INVIEW™ Accounting Account Structure Creating an Account Creating an Subaccount or Subsubaccount Viewing or Editing an Account Deleting an Account You can use INVIEW™ Accounting to track and account for postage used by departments or individuals within your organization.
7 • INVIEW™ Accounting Creating an Account Follow the steps below to create an account: 1. Press the Accounts key. 2. Press the right arrow key to enter the Set Up Accounts screen. NOTE: If this is the first account on the system, skip to step 3. 3. Select Create Account. 4. Select Create a New Account. The system prompts you to enter an account name. NOTE: When naming your accounts, the total number of characters you can use for the name is 74.
DM925™ Digital Mailing System Operating Guide Viewing or Editing an Account Deleting an Account You can view or edit the account name, status, budget amount, spending limit, owner information and description for all of the accounts entered into INVIEW™ Accounting. Press the Accounts key. Press the right arrow key to enter the Set Up Accounts screen. Select View/Edit Accounts.
7 • INVIEW™ Accounting 4 Running Mail This section describes unique features available when running mail with INVIEW™ Accounting. Refer to the Running Mail chapter in this guide for complete directions on how to run mail.
DM925™ Digital Mailing System Operating Guide Selecting an Account in Seal Only Mode Seal Only Mode allows you to seal envelopes without applying postage. If you are running INVIEW™ Accounting, and you select Seal Only Mode, you will be prompted to select an account to track the pieces against. Entering a Batch Surcharge When you select the surcharge method from the Main screen, you are setting a batch surcharge, or a surcharge that will be applied only to the current transaction being processed.
7 • INVIEW™ Accounting Selecting a Job ID The Job ID field allows you to identify specific tasks within an account. Assigning a Job ID to a transaction allows you to track the amount of money you spend on postage, as well as how frequently you process a given transaction. Follow the steps below to add a Job ID to a transaction: 1. From the Main screen, press the down arrow key. 2. Select Job ID. The Job ID screen appears. • If you know the Job ID, type in the Job ID number and press Enter.
DM925™ Digital Mailing System Operating Guide 8. Select Weight to enter the weight of a piece of mail. Type in the weight and press Enter. 9. Select Job ID to assign a Job ID to the manual transaction. a. Type in the Job ID number and press Enter; or b. Select the Most Recent Job ID option, select the Job ID, then press Enter. 10.
7 • INVIEW™ Accounting Transferring Transaction Data You can use the transfer transaction data option to correct transactions that have been processed against with the wrong account. Follow the steps below to select the transaction you want to transfer: 1. Press the Menu key. 2. Select Set Up, Accounting Set Up, then Transaction Options. The Transaction Options screen appears. 3. Select Transfer a Transaction. The Select Transaction By screen appears. 4.
DM925™ Digital Mailing System Operating Guide Setting the Condition for the Log Full Warning You can set the “log full warning” to notify you when the transaction log is filled to a certain percentage. The default setting is 90%, which means that when the transaction log is 90% full, you will receive a warning. The lowest setting you can use is 80%. The highest setting you can use is 100%. Follow the steps below to set the log full warning: 1. Press the Menu key. 2.
7 • INVIEW™ Accounting Printing Transaction Receipts The Receipt Printing option allows you to select the action you want the system to take at the end of each transaction. You can choose to print a short form receipt, to print a long form receipt, or to turn receipt printing off. You must have an external (attached) printer or a receipt printer connected to your system in order to print transaction receipts. Follow the steps below to print transaction receipts: 1. Press the Menu key. 2.
DM925™ Digital Mailing System Operating Guide 5 INVIEW™ Accounting Reports This section tells you how to view, print and create reports unique to the INVIEW™ Accounting system. With INVIEW™ Accounting, you have the ability to create a broader range of accounting reports.
7 • INVIEW™ Accounting Report Printing Queue The Report Print Queue will function with most reports, except for the Confirmation Services reports. (A warning message will appear if you attempt to print a Confirmation Services report when there are reports in the queue.) If a series of reports are scheduled to print, the Reports Queue option will appear on the main report screen. 1. Press the Reports key. 2. If necessary, press the down arrow key and select Reports Queue.
DM925™ Digital Mailing System Operating Guide Using a Report Macro to Print Reports You can print report macros using an external (attached) printer if one is connected to your system. Follow the steps below to print a report macro: 1. 2. 3. 4. 5. Press the Reports key Select Accounting Reports and then Report Macros. Select the report macro you want to print. Press Enter to print the report macro. Press Enter to return to the main screen. Viewing and Editing Report Macros 1. Press the Reports key 2.
7 • INVIEW™ Accounting Custom Reports You can design your own report formats using the Custom Reports Report Generation feature. This tool allows you to select the report format you want (summary or detailed) as well as select the fields of information you want to appear on the report. A detailed report outputs specific information about each transaction processed by the system.
DM925™ Digital Mailing System Operating Guide Creating a Custom Report Follow the steps below to create a custom report. 1. 2. 3. 4. 5. 6. 7. Press the Reports key. Select Accounting Reports, then Custom Reports. Select the first Available option on the list. Select Create Report. Type in the report name and press Enter. Select the appropriate report format. Press the screen keys that correspond with the data you want to include in your report. 8. Press Enter when you are done selecting data. 9.
7 • INVIEW™ Accounting Deleting a Custom Report Follow the steps below to delete a custom report from the system: 1. 2. 3. 4. 5. 6. 7. Transaction Log Report Press the Reports key. Select Accounting Reports, Press the right arrow key. The Set Up Custom Reports screen appears. Select Delete Report. Select the custom report you want to delete. Select Yes. Press the left arrow key to return to the Main screen.
DM925™ Digital Mailing System Operating Guide Weight Break Account/Class Report The Weight Break Account/Class report contains a summary of the pieces and postage for each weight break by specific account or all accounts showing the carrier/class used. Weight Break Account/Class for Jan 4 2008 to Jan 4 2008 Weight Break Account Carrier Class NE Cities - Hartford USPS Dom 1st Cls Regular Units Pieces 1.0 2.0 3.0 oz oz oz 3 3 3 9 9 9 1.110 1.800 .490 5.400 5.400 5.400 1.0 2.0 3.
7 • INVIEW™ Accounting Weight Break Job ID/Class Report The Weight Break Job ID/Class report contains a summary of the pieces and postage for each weight break by specific Job ID, showing the carrier and class used. Weight Break Job ID-1/Class for Jan 4 2008 to Jan 4 2008 Job ID Carrier Weight Break Class Black Units No Class Subtotal: 0.0 oz Seal Only Subtotal: 0.0 oz Ist Cls Regular 1.0 .0 3.0 oz oz oz 0.0 1.0 .0 3.0 oz oz oz oz Pieces Postage 5 5 5 5 5 5 1 1 1 3 3 53 96.50 96.
DM925™ Digital Mailing System Operating Guide Quick Profile Report The Quick Profile report lists the summary of pieces, postage and surcharges for all of the INVIEW™ accounts. You can view the Quick Profile reports on the IntelliLink® Control Center before printing them. Quick Profile Report Period: JAN 01 2008 - JAN 08 2008 Pieces: 677 Postage: $393.836 Surcharge: $8.65 Total: Accounting Setup Report $4.486 The Accounting Set Up report lists the INVIEW™ Accounting options and settings.
7 • INVIEW™ Accounting Account List Report The Account List report lists the accounts that have been defined in the system with speed codes. The accounts are sorted by account name, then by subaccount and subsubaccount.
DM925™ Digital Mailing System Operating Guide Operator List Report The Operator List report lists the operators on the accounting system. This report contains the operator name, ID, status (enabled/disabled), and whether or not report printing is enabled (Y/N). Operator List Operator Name SV62207 Rev.
7 • INVIEW™ Accounting Resync with Host PC If you are using Business Manager accounting, the Resync with Host feature removes transaction from the mailing system and resets accounts, operators and the Job ID 1 list with the default settings on the Business Manager Host PC. If necessary, you can manually resync the accounting information on the mailing system to the settings on the Host PC. 1. Press the Accounts key. 2. Select ReSync with Host.
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 INVIEW™ accounting package provided with your DM Series™ Digital Mailing System.
DM925™ Series Digital Mailing System Operating Guide Single Account Report The Single Account Report gives the total pieces of mail and the postage for a selected account. After you select Single Account Report the last account used is displayed. To view another account, press the screen key for Select Another Account. If you have re-powered the system since the last time you processed mail, the "Select Account" screen displays. Use this screen to choose a specific account for the report.
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.
DM925™ Series Digital Mailing System Operating Guide External Printer Version This version of the Multi-Account Summary can only be printed on an attached external printer. Account numbers are only assigned to the lowest level of the account hierarchy or transaction level. Account numbers will only appear if the account does not have subaccounts. If the account has subaccounts or subsubaccounts, account numbers will only be displayed for the lowest level account.
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.
DM925™ Series 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.
DM925™ Series 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: • • • • • • • • • • • • SV62207 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.
DM925™ Series Digital Mailing System Operating Guide Job Report This feature may be offered as a standard or optional feature and is not available on all Pitney Bowes solutions. Please contact your local account representative to determine if this option is accessible on your system. The Job Report summarizes a job that is processed in a mode that did not dispense funds. It can be printed on an envelope or tape.
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.
DM925™ Series Digital Mailing System Operating Guide Installed/ Pending Rates Report This report displays only on the screen. Use the up and down arrow keys to scroll through all the rate files loaded on the system. 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.
8 • Reports This page intentionally left blank. 8-14 SV62207 Rev.
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.
DM925™ Digital Mailing System Operating Guide Tape Maintenance Tape maintenance consists of installing a new tape roll. The digital mailing system uses gummed oradhesive tape. A red stripe appears along its edge approximately 36 inches from the end to indicate a low tape condition. Replace the tape when the stripe appears. To order new tape, refer to Chapter 11, Supplies and Options in this guide.
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. Filling the Moistener Bottle 1. Open the moistener cover and lift out the flap moistener bottle.. 2. Remove the cap from the bottle. 3. Add enough E-Z Seal® to bring the level up to the bottom of the fill cap. 4.
DM925™ Digital Mailing System Operating Guide 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. Return the case to the brush mechanism and close the side door 7. Return tape lever to the required position.
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.
DM925™ Digital Mailing System Operating Guide Replacing the Ink Cartridge “Low Ink - Order Ink” appears on the IntelliLink® Control Center main screen when there is only enough ink for approximately 10 days of mailing. You can choose to ignore this warning - refer to the Configuring Low Ink Warning section in Chapter 5 in this guide. Your actual ink usage will vary depending on whether you routinely print advertisements or inscriptions and how may pieces of mail you print per day.
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). SV62207 Rev.
DM925™ Digital Mailing System Operating Guide Changing the Printhead If you have cleaned the printer nozzle and changed the print cartridge and the meter stamp is still not satisfactory, replace the printhead. CAUTION: Do NOT attempt to clean the printhead. Instructions for replacing the printhead are included with each replacement and are repeated here for your convenience. 1. 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.
DM925™ Digital Mailing System Operating Guide Changing the Wiper Blade Assembly When you change the printhead, you must also replace the wiper blade assembly. Instructions for replacing the wiper blade assembly are included with each replacement and are repeated here for your convenience. 1. From the IntelliLink® Control Center, press the Menu key. 2. Select Maintenance. 3. Select Replace Wiper Blade Assembly. The “Preparing Wiper Blade” screen appears.
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 W-O-W® mode, the width sensor(s) used for Oversize and Dimensional Rating are tested automatically.
DM925™ Digital Mailing System Operating Guide Ink Waste Tray Full Warning The Ink Waste Tray Full Warning appears when you power up or exit sleep mode on the mailing system. It indicates that the ink waste tray is approaching maximum capacity. Contact your customer service 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 Envelope Sealing Problems Description Possible Causes Solution Envelope(s) not sealing or not sealing properly No E-Z Seal® Sealing Solution in the bottle, or bottle is placed incorrectly. Remove the E-Z Seal® solution bottle and refill or reposition the bottle. Refer to the E-Z Seal® Maintenance section in Chapter 10 of this guide. Moistener brush is dirty or worn. Replace or clean the moistener brush.
DM925™ Digital Mailing System Operating Guide 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. • • • Envelopes are too thick/thin for feeder adjustment, or thickness adjustment knob is set improperly. OR Thickness adjustment knob is set too wide. Remove some of the envelope and test with a smaller stack. Slant the envelopes slightly to the left (shingled).
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 feeder area: 1. LIft the feeder cover. 2.
DM925™ Digital Mailing System Operating Guide Tape Feeding Problems Description Possible Causes Solution Tape jamming in the cutter. Tape pieces or paper slivers are blocking the knife path. Clear pieces from the knife path. If problem continues, call for service. Tape is catching on moistening brush. Remove tape brush and reset in its holder to an appropriate lenght. To adjust brush, move to the left. Tape jamming. SV62207 Rev.
10 • Troubleshooting Tape Feeding Problems Description Possible Causes Solution Tape does not remove easily. Tape is sticking to dried glue on moistening brush. Remove brush and clean under cold water. Refer to the Moistener Maintenance section in Chapter 10, Maintaining and Updating for more information. Tape error messages display, but tape is feeding and exiting. Internal problem. Turn power off and back on. If problem persists, call for service. Gummed tape is not wet.
DM925™ Digital Mailing System Operating Guide Tape Feeding Problems Description Possible Causes Solution Gummed tape is not wet. (continued) Brush not out far enough to reach tape. 1. Open the side cover door. 2. Tilt out brush holder with one hand and hold.. " ! 3. Remove the brush. 4. Pull out brush and readjust to longer length. 5. Reinstall brush and release holder to return original position SV62207 Rev. B Valve in moistener bottle cap is not working. Call the Help Desk.
10 • Troubleshooting Tape Feeding Problems Description Possible Causes Solution Adhesive tape gets wet. Wet/dry lever set into wet position. Set wet/dry lever down to dry position. Moistener brush is set too high. Remove tape brush and reset at a lower position in its holder. To adjust brush, move to the left. 10-10 SV62207 Rev.
DM925™ Digital Mailing System Operating Guide 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.
10 • Troubleshooting 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.
DM925™ Digital Mailing System Operating Guide 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.
10 • Troubleshooting 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.
DM925™ Digital Mailing System Operating Guide Postage Refill Problems Description Possible Causes Solution Refill operation fails when IntelliLink® Control Center is on or off the mailing system Phone line is not connected to an 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.
10 • Troubleshooting Getting Help There may be times when you need help to solve a problem, or you may want more information about how your mailing system works. Pitney Bowes provides several information resources. See Chapter 1, Read This First for a description of these resources. If you are unable to find a solution for your problem, you can visit the our web site or call for service.
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 SV62207 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.
DM925™ 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: • • SV62207 Rev.
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12 • Specifications Equipment Specifications ....................................................................... 12-2 Accounting Features .............................................................................. 12-4 Mailing Materials .................................................................................... 12-4 SV62207 Rev.
12 • Specifications Equipment Specifications Dimensions. Length without a Drop or Power Stacker 45 in. (114cm) Length with a Drop Stacker 52 in. (131.9cm) Length with a Power Stacker 74.5 in. (189.23cm) 91 in. (231.14cm) when stacker is fully extended Width 22 in. (55.9cm)2 Height (cover closed) 19 in. (48.
DM925™ Digital Mailing System Operating Guide Internal Modem 33.6 Kbytes/sec Telephone Cord for Analog Line 26 AWG or smaller Advertisements Up to 10 custom advertisements plus preloaded advertisements (see Chapter 12 in this guide for a list of the preloaded advertisements). Inscriptions Up to 20 custom inscriptions plus preloaded inscriptions (see Chapter 12 in this guide for a list of the preloaded inscriptions). Permit Mail Image Maximum number of images is 3.
12 • Specifications Accounting Features INVIEW™ Accounting • • • • Up to 100 accounts Up to 15 operators 2 custom reports Up to 4,000 transactions Optional Budget Manager • • • • • • Up to 3000 accounts Up to 50 operators 1-32 custom carriers 1-50 custom class/fee 1-15 custom reports 10,000 to 15,000 tranactions Mailing Materials Envelope Dimensions (refer to envelope measurement figure) Minimum 3.5 in. x 5 in. (88.9mm x 127mm) postcard size. Maximum 13 in. x 15 in.
DM925™ Digital Mailing System Operating Guide 15 in. (381 mm)* 3 7/8 in. (98.4mm) Maximum 13 in. (330 mm) 5 in. (127 mm) 1 in. (25.4 mm) 3.5 in. (88.1 mm) Minimum *maximum without W-O-W®; 13 in. (330mm) maximum with W-O-W® SV62207 Rev.
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A • Glossary Glossary SV62207 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.
DM925™ 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.
DM925™ Digital Mailing System Operating Guide Postal Security Device (PSD) The PSD contains the funds and performs all of the calculations necessary to print meter stamps that comply with the latest USPS standards. The PSD is contained in the DM Series™ Digital Mailing System IntelliLink® Control Center. Postage Tape 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 Account speed code list report 7-32 Accounting set up report 7-31 Accounts checking Postage By Phone balance 6-6 deselecting 4-17 Accounts (INVIEW™) account structure 7-13 clearing account data 7-9 creating accounts 7-14 adding a subaccount 7-14 adding a subsubaccount 7-14 deleting an account 7-15 enabling operator passwords 7-10 enabling operators 7-10 reporting options including active/inactive accounts 7-9 including
Index D H Date advancing the date 5-5 changing postage date 4-34 selecting date options 4-21 setting date options 5-5 Daylight saving setting up 5-5 Deleting operators 7-12 Dialing prefix 5-14 Differential weighing how to use 4-12 when to use 4-5 Discounts 7-6 Display adjust the contrast 5-4 DJPS/DMPS Power Stacker 2-5, 4-15 Help Postage By Phone 6-2 High funds warning description 5-17 setting up 5-17 E Editing operators 7-12 Enabling operator passwords 7-10 report printing 7-11 Enter key description an
Index description 5-17 setting up 5-17 M Mail preparation 3-2 quick setup and start 3-2 selecting the postage mode 4-10 tips for feeding mail 4-8 Mailing system description of components 2-5 Main cover 2-5 Maintenance cleaning the exterior 9-2 moistener cleaning/replacing the brush 9-4 printing a test pattern 9-5 replacing the E-Z Seal 9-4 replacing the ink cartridge 9-7 replacing the printhead 9-9 replacing the tape 9-3 replacing the wiper blade assembly 9-11 Manual transactions 7-18 Menu key description
Index Power stacker optional DJPS 4-15 optional DJPS or U7PS 2-5 Power Stacker (optional) 2-3, 4-11, 4-12, 4-19 Presets custom presets 5-21, 5-23 normal preset 5-20 Printer adding optional attached 5-27 attached (external) 8-2 location 2-7 location of USB connector 5-27 maintenance 9-5 printing a test pattern 9-6 Printhead ordering a replacement 11-2 replacing 9-9 Printing transaction receipts 7-22 Printing postage on envelopes 3-3 on tapes 3-4 Q Quick Profile Report 7-31 R Reduced speed mode how/when to
Index system sleep 5-18 transaction timeout 5-19 Transactions action to take when the log is full 7-21 clearing the transaction log 7-20 entering manual 7-18 printing transaction receipts 7-22 transferring account data 7-20 transferring transaction data 7-20 viewing the transaction log 7-19 Troubleshooting display problems 10-12 weighing problems 10-12 U Updates performing 9-12 USPS Confirmation Services ordering labels 11-3 using barcodes 4-24 W Weigh First Piece using 4-12 Weighing mail using Weigh Firs
Index SV62207 Rev.
1 Elmcroft Road Stamford, Connecticut 06926-0700 www.pb.com For Service or Supplies PB Form SV62207 Rev. B 4/09 © 2009 Pitney Bowes Inc.
