Digital Mailing System DM300c and DM400c series Operator Guide UK and ROI Version
Table of Contents Chapter 1 Introduction About Your Digital Mailing System......................................1-2 About IntelliLink™...............................................................1-2 Postal Requirements..........................................................1-3 Safety.................................................................................1-4 Specifications.....................................................................
Table of Contents Text Messages..................................................................3-15 What is a Text Message?.......................................... 3-15 Selecting a Text Message......................................... 3-15 Viewing a Text Message........................................... 3-15 Creating a Text Message.......................................... 3-16 Delete a Text Message.............................................. 3-16 Edit a Text Message..................................
Table of Contents Postal Code Update (mandatory)............................... 5-6 Postal Inspection (mandatory).................................... 5-6 Postal Rate Update (mandatory)................................ 5-7 Connecting to the Data Centre (other than for Postage)....5-8 Chapter 6—System Options System Options Introduction..............................................6-3 Basic Options.....................................................................
Table of Contents Entering the Dial Prefix............................................. 6-14 Change Postage by phone (PbP) Number............... 6-15 Selecting Blind Dialing.............................................. 6-15 Change Modem Parameters..................................... 6-16 Distributor Settings...........................................................6-17 Access the Distributor Settings................................. 6-17 Parameter Descriptions............................................
Table of Contents Chapter 8 Troubleshooting Getting Help........................................................................8-2 Power Problems (nothing displays)....................................8-2 Error Messages..................................................................8-3 Printing Problems...............................................................8-4 Feeding Problems..............................................................8-5 Display Problems.......................................
Table of Contents Chapter 11—Departmental Accounting Overview of the Accounting Feature..........................11-2 Turning On Accounting (if available)..........................11-3 Turning Off Accounting...............................................11-3 Selecting an Account.................................................11-3 Creating an Account...................................................11-4 Editing an Account/Setting Up Account Passwords...11-5 Turning On Account Passwords.....................
1 • Introduction DM300c DM400c This chapter lists the key features of your mailing system, tells you what's in this book, and presents important safety information. About Your Digital Mailing System........................1-2 About IntelliLink™.................................................1-2 Postal Requirements.............................................1-3 Safety....................................................................1-4 Specifications....................................................
1 • Introduction About Your Digital Mailing System Your digital mailing system's advanced features include: • • • • • • • • • • • • • • • • * Space-saving, compact footprint. Large, easy-to-read display shows system status and prompts you through setup operations. Semi-automatic and automatic envelope feeding, transport, and auto-eject. Automatic date advance. Keyboard-selectable ad slogans (if used). Convenient, one-button postage-adding via Postage by Phone® (requires analogue phone line).
1 • Introduction Your mailing system takes full advantage of IntelliLink™, your digital gateway to an entire suite of services and information that can move your mail more efficiently and enhance your business performance. IntelliLink™ technology gives you the ability to: Add Postage Funds conveniently You can add funds to your machine electronically via the Postage by Phone system®. Download Postal Rate Updates The latest postal rates are downloaded precisely when you need them.
1 • Introduction Safety The equipment is supplied with a moulded mains lead and plug which should be used. If the lead cannot be used as supplied for any reason, the following information applies: 1. An approved mains lead for the country concerned must be used. 2.
1 • Introduction Specifications Equipment DM300c DM400c Size (including Integrated Weight Platform) 315mm H x 370mm W x 435mm D 315mm H x 840mm W x 500mm D Weight 8.5 kg approx 13 kg approx Power Requirements 100-240 VAC, 50/60Hz. 1.0A 100-240 VAC, 50/60Hz. 1.
1 • Introduction Meter Specifications UK Models Republic of Ireland Models Maximum Imprint £99.99 €99.99 Maximum Credit Setting £9,950.00 €9,950.00 Setting Increment £50 €50 Reset Type Postage by Phone Postage by Phone Piece Count Up to 8 digits (nonresettable) Up to 8 digits (nonresettable) All Pitney Bowes postage meters are manufactured in accordance with An Post's and Royal Mail's Franking Machine Standards.
1 • Introduction Material Specifications Envelope Size (see Figure Below) Minimum 89 x 127mm Maximum 330 x 381mm Envelope Flap Depth 22mm Min - 72mm Max Envelope Thickness Minimum 0.20mm Maximum (DM300c) 9.5mm Maximum (DM400c) 8mm Stack Height for Mail 60mm Envelope Weight 1g Min - 450g Max IMPORTANT: For best results, always make sure your material conforms to our published specifications.
1 • Introduction 1-8 SDC755A
2 • Getting to Know Your System DM300c DM400c In this chapter you'll find out where everything is and what it does. Machine Features–Front DM300c.........................2-2 Machine Features–Front DM400c.........................2-4 Control Panel.........................................................2-6 Machine Features–Rear........................................
2 • Getting to Know Your System Machine Features- Front DM300c 2 10 9 1 4 3 5 6 8 7 Shown with Weighing Platform 2-2 SDC755A
2 • Getting to Know Your System 1. Control Panel—allows you to enter and setup information on your machine. 2. Tape Feeder—holds and feeds tapes for printing. 3. LED—lights green when your system is on; lights orange when your system is in "sleep" mode. 4. Weighing Platform—allows you to weigh and calculate postage of a mail piece based on the service selected. 5. Ink Access Cover—opens up to allow replacement of the ink cartridge. See Chapter 7, Maintenance for instructions. 6.
2 • Getting to Know Your System Machine Features- Front DM400c 1 2 4 10 5 3 9 8 6 12 7 11 2-4 SDC755A
2 • Getting to Know Your System 1. Feeder Cover—Lift to gain access to the feed and transport mechanisms. 2. Seal/ No Seal Lever— Selects whether your envelopes are automatically sealed or not. 3. LED—lights green when your system is on; lights orange when your system is in "sleep" mode. 4. Ink Access Cover—opens up to allow replacement of the ink cartridge. See Chapter 7, Maintenance for instructions. 5.
2 • Getting to Know Your System Control Panel 2 4 3 5 6 1 9 6 8 7 1. Tape Key—Press to print tape(s). 2. Lock/Power Key—Dual function. Prevents unauthorised use of your system. If lock feature is setup and machine is in "sleep mode"; entering your four-digit password unlocks (awakens) the machine. Also allows you to power up or power down machine. 3. Screen Selection Keys—allows you to select a line (one key for each line) on the operator display.
2 • Getting to Know Your System 7. Enter Key—allows you to accept an entry or choice. 8. Start/Stop Keys—Allow you to start or stop feeding tape or envelopes. 9. Feature Keys—allows you quick access to the most common features on the system. Pressing a Feature key takes you immediately to the top-level screen of the feature for that key. Home—takes you back to the Home (date/postage) screen. Normal Preset—allows you access to the normal settings you use most often.
2 • Getting to Know Your System Machine Features- Rear 2 1 3 Machine Features—Rear 1. Phone Connector—allows you to connect an analogue phone line, such as one a Fax machine uses. The connector accepts a standard phone plug (supplied). When your system is connected to an analogue phone line, you can add postage any time by pressing Refill Postage and following the prompts. See Chapter 5, Adding Postage for details. 2. USB Ports—allow you to connect a USB cable to peripherals. 3.
3 • Running Mail DM300c DM400c This chapter explains how to run mail, your printing options, and using the weighing platform. Before You Begin...................................................3-2 Checklist................................................................3-2 Home Screen........................................................3-2 Selecting Postage ................................................3-3 Keying in the Postage Directly........................3-4 Entering Weight Manually .............
3 • Running Mail Before You Begin Before you run mail on your system, review the Checklist, Home Screen, and Selecting Postage sections below and on the next page. Checklist • • • • Make sure your mailing system is plugged into a properly grounded power receptacle. Always follow the safety precautions in Chapter 1, Introduction. Check the level of sealing solution in the moistener. If you need to add sealing solution, refer to Chapter 7, Maintenance.
3 • Running Mail Selecting Postage There are several ways you can select postage using your mailing system: • Key in the postage directly from the keyboard when you already know the amount. • Enter the weight of the mail piece manually and have the system calculate the postage amount using the system's internal rating feature. • Place the mail piece on the weighing platform and have the system calculate the weight and then postage amount using the system's internal rating feature.
3 • Running Mail Keying In the Postage Directly 1. From the Home screen, enter the postage using the numeric keys. There is no need to enter the decimal point. 2. Press Enter to confirm the amount. Entering Weight Manually This procedure is used when you already know the weight of a mail piece and you do not wish to use the weighing platform. 1. Press Weigh/Rate. 2. Select “Enter Weight Manually”. 3. Select “Change to g/kg” to switch between entering the weight in grammes or kilogrammes, as required. 4.
3 • Running Mail Differential Weighing Differential weighing is an option that is available on certain models in the DM300c and DM400c series. It allows you to process mixed mail using the weighing platform (scale). Put a number of pieces of mail onto the weighing platform. The system calculates the postage for each piece of mail you remove from the weighing platform automatically. 1. Make sure weighing platform is activated (you will see “scale weight“ and 0g on the display).
3 • Running Mail Selecting an Account to Track Postage You can select an account to track postage if the departmental accounting feature is available on your machine and is turned on. Departmental accounting may not be available on some models. See Chapter 11, Departmental Accounts, for information on setting up this feature. 1. From Home screen, press the selection key next to “Account” to display the Accounts menu. 2. The "Select Account" screen displays.
3 • Running Mail Advancing the Date on the Machine The DM300c/DM400c Series will automatically advance the date printed at midnight. However, you may want to advance the date printed if it is after normal business hours and you want to prepare outgoing mail for a future day’s mailing. NOTE: Please keep in mind the following when using this feature: • Changing the printed date does not change the system’s internally held date. • You can always return the printed date to the current date.
3 • Running Mail Checking and Clearing the Batch Count You can view the accumulated postage value and piece count information from the batch register and print this for your records. You can also clear or reset the batch count to zero. Checking the Batch Count 1. 2. 3. 4. Press Funds. Press Page Down. The display shows the batch information. Press Home to return to the Home screen. Printing a Record of the Batch Count information 1. Press Funds. 2. Press Options and select "Print Funds Report". 3.
3 • Running Mail Clearing the Batch Count CAUTION: Make sure you really want to clear the batch register; once you do, you can't restore the data. 1. Press Funds. 2. Press Options and select "Clear batch value". 3. At the "Confirm Clear" prompt, press the "Yes" key to confirm. The batch value and batch piece registers return to zero and the machine returns to the funds screen. NOTE: This function may require entry of the Supervisor Password. If this is the case, enter the 4-digit Supervisor Password.
3 • Running Mail Printing Mail NOTE: To apply postage to large items of mail and parcels that can't be run through the machine, use tape as described on page 3-12. Select the postage required, account (if accounting is on), Ad/Text Message and batch function as described on pages 3-4 to 3-9. Manually Feeding Envelopes (DM300c) 1. If using the moistener, place the envelope flap under the moistener stripper and move the envelope towards the right. Moistener Stripper 2.
3 • Running Mail Automatically Feeding Envelopes (DM400c) 1. Load envelopes into the feeder face up with their top edges against the registration wall. 2. Slide the side guide up to the envelopes. Allow clearance so that envelope feed is not restricted. 3. Select seal or noseal using the Seal/No Seal Lever. Start button 5 h et 1234 it Sm Stre US hn in , wn Jo To . 25 Ma Mr ur 19 Yo Seal/ No Seal Lever Side Guide 4. Press Start.
3 • Running Mail Printing Tapes Use tapes to apply postage to large items of mail and parcels that can not be run through the machine. Printing a Single Tape 1. Push the tape lever to the right and drop tapes down into the slot. NOTE: The printable side of the tape should be facing towards the right. 2. Press Tape when ready to print. By default, a single tape will be printed. Printing Multiple Tapes NOTE: Ensure the system is configured to print multiple tapes.
3 • Running Mail Printing Options There are various options available when processing mail through the system. You can: • • • Seal the envelope only (No Printing) Print the date and time, ad or text on incoming mail. Add a Text Message NOTE: These may not be available on your model. Seal the Envelope Only You can set up your mailing system to seal envelopes without printing a digital meter stamp on them. 1. Press Options. 2. Select “Printing Options”. 3. Select "Seal Only (No Printing)".
3 • Running Mail Printing the Date and Time, Ad or Text on Incoming Mail You can set up your mailing system to print the date and time, an advertisement or text on incoming pieces of mail. This feature is only available on certain models in the DM300c/DM400c series. 1. Press Options. 2. Select "Printing Options." 3. Select "Text-Ad-Date-Time Mode." • Date-Time -This option allows you to toggle between "Print" and "Do Not Print.
3 • Running Mail Text Messages Text Messages are only available on certain models in the DM300c/ DM400c series. What is a Text Message? A Text Message is a user defined message typed in via the machine’s keyboard that can be printed on your digital meter stamp. It can be up to 5 lines, each of 20 alpha/numeric characters and prints in a position to the left of the meter stamp. Up to 5 Text Messages can be programmed into the machine. Selecting a Text Message 1. Press Page Down (if necessary). 2.
3 • Running Mail Creating a Text Message To create the first Text Message: 1. 2. 3. 4. From the Home Screen, select "Text Msg". Select "Create New Text Message". Accept the warning regarding the use of Text Messages. Enter the name you want to call this text message, then select "OK". 5. Select “1” and enter your first line of text. It can be up to 20 alpha/numeric characters long. When finished, select "OK" or Edit next time. 6.
3 • Running Mail Edit a Text Message 1. Press Options, then Page Down. 2. Select "Text Messages". 3. Select "View/Edit Messages". The display lists all messages created on your system. 4. Press Page Down to see additional choices (if available). 5. Select the message you want to edit. 6. Select the line of the message you want to edit, then select "Edit Options". You can use the "Move Cursor Left" or "Move Cursor Right" to select the text you wish to overwrite. 7. Select "OK" once changes are complete.
3 • Running Mail 3-18 SDC755A
4 • Normal and Custom Presets DM300c DM400c This chapter discusses the Normal and Custom Presets feature available on your machine. What is a Preset?..................................................4-2 Normal Preset ......................................................4-2 Selecting the Normal Preset...........................4-3 Viewing the Normal Preset.............................4-3 Defining New Values for the Normal Preset....4-3 Custom Presets ....................................................
4 • Normal and Custom Presets What is a Preset? A preset is a setting you can call up at the touch of a button that holds pre-defined values such as postage amount, ad, account number (not normal preset), etc. within your machine. Your system has a "normal" preset (stores the settings you use most often) which is accessed by pressing Normal Preset. It also has the ability to store up to 10 custom presets which are accessed by pressing Custom Presets and choosing the desired preset from the menu.
4 • Normal and Custom Presets Selecting the Normal Preset The Normal Preset can be selected by simply pressing Normal Preset. The system will always set itself to the Normal Preset values when power is turned on. Viewing the Normal Preset Press Options. Press Page Down and select "Preset Options". Select "Set Normal Preset". Select "View Settings". The first screen of defined values for Normal Preset is listed. Press Page Down to see the remainder of the defined values. 6.
4 • Normal and Custom Presets Custom Presets Your system can store up to 10 custom presets. IMPORTANT • Preset postage values are subject to the high value warning. • On the date a rate change becomes effective, always check the postage values assigned to all presets to make sure that they comply with the new rates. Selecting a Custom Preset 1. Press Custom Presets. 2. The display lists all presets created on your system. Press Page Down to see additional choices (if available). 3.
4 • Normal and Custom Presets Defining a New Custom Preset To define new values or create a new Custom Preset: 1. Establish the proper settings on the machine (such as No Ad, postage rate, a specific departmental account, etc.) that you want the preset to contain. 2. Press Options. 3. Press Page Down and select "Preset Options". 4. Select "Create New Custom Preset". 5. The system will prompt for the name of this preset. Type in a name for the preset. It can be up to seventeen alpha/numeric characters long.
4 • Normal and Custom Presets Editing a Custom Preset Name You may change the name of a preset if you want. 1. Press Options. 2. Press Page Down and select "Preset Options". 3. Select "Edit Preset Name" and then Select the preset you want to edit. 4. The system will prompt for the new name of this preset. Press the C Key to clear the current name, then key in the new name for this preset. It can be up to seventeen alpha/numeric characters long. 5. When finished, select "OK".
4 • Normal and Custom Presets Deleting a Custom Preset Deleting a preset removes all the values assigned to it and removes it from the Presets Menu. CAUTION! Once you delete a preset, its values are gone. You can't recover a deleted preset. 1. Press Options. 2. Press Page Down and select "Preset Options". 3. Press Page Down and select "Delete Preset". the display lists all presets. 4. Select the preset you want to delete. 5. At the "Confirm Delete" screen, select "Yes". The preset is deleted.
4 • Normal and Custom Presets 4-8 SDC755A
5 • Adding Postage/Connecting to Data Centre DM300c DM400c This chapter explains how to add postage to your system using the Postage by Phone® Service and connecting to the Data Centre. About the Postage by Phone System....................5-2 How does the system operate? .....................5-2 When can I refill my meter or check my account balance? . .........................................5-2 Preparing to Refill with Postage............................
5 • Adding Postage/Connecting to Data Centre About the Postage by Phone System The Postage by Phone System allows you to obtain postage funds for your DM300c/DM400c series without leaving your office - all you need is an analogue phone line. How does the system operate? The system consists of a central computer situated in our Data Centre which holds details of the funds available in your Postage by Phone account.
5 • Adding Postage/Connecting to Data Centre Connecting Your System to an Analogue Phone Line Plug the telephone line (supplied) into the connector on the back of the machine (see the figure below). Remember to use an analogue phone line (your FAX machine is usually connected to one). Plug phone line in here Checking Funds (Postage) Available in your System 1. 2. 3. 4. Press Funds. View the funds available. Press Page Down for additional information on batch values. Press Home to return to Home screen.
5 • Adding Postage/Connecting to Data Centre Checking Your Postage by Phone® Account Balance You can check your Postage by Phone® account balance at any time, as long as your system is connected to an analogue phone line. 1. Press Refill Postage. 2. Select “Check PbP balance”. 3. The system dials into the Data Centre (this may take a few minutes). Various screens display, letting you know the status of the process. 4. At the Postage by Phone account balances display.
5 • Adding Postage/Connecting to Data Centre Printing a Funds (Postage) Report A funds report allows you to print a record of how much postage has been used and how much is remaining in the machine. 1. Press Funds. 2. Press Options and select "Print Funds Report" 4. When prompted either: • Manually feed an envelope (DM300c): Place the envelope up against the back wall of the system and slide it to the right until the system grasps it.
5 • Adding Postage/Connecting to Data Centre System Update If there has been a feature enhancement or other non-essential update to the software that runs your machine, you will be notified that a system update is available. Advertisements If there are new advertisements that you ordered available, you will be notified that you can perform a download to obtain these.
5 • Adding Postage/Connecting to Data Centre Postal Rate Update (mandatory) Postal rates change periodically as defined by your Postal Authority. If new rates are available, you can download them quickly and easily directly from the Data Centre. The new rates are normally available for download at least 7 days before the effective date. If you connect to the Data Centre and there is time before the effective date, you have a choice whether to download the new rates or not.
5 • Adding Postage/Connecting to Data Centre Connecting to the Data Centre (other than for Postage) If you need to connect to the Data Centre for purposes other than adding or checking postage, follow these steps. NOTE: Machine must be connected to an analogue phone line. Check for Updates Use this feature to connect to the Data Centre for software downloads, new updates etc. Press Options. Press Page Down if necessary to scroll through the menu. Select "Data Centre Options". Select "Check for Updates".
6 • System Options DM300c DM400c This chapter presents system options you can setup or modify, such as setting time, date, passwords, warnings, etc. System Options Introduction.................................6-3 Basic Options........................................................6-4 Advancing the date/Returning to today’s date.................................................6-4 Adjusting the Contrast of the Display..............6-4 Configuring the Tape Button...........................
6 • System Options Setting Postage Limits (Funds Warning)...............6-8 Setting the High Value Warning......................6-8 Setting the Low Funds Warning......................6-8 Changes to the Lock Code & Password................6-9 Setting the Lock Code.....................................6-9 Disabling the Lock Code.................................6-9 Changing the Lock Code..............................6-10 Setting/Disabling the Supervisor Password..................................................
6 • System Options System Options Introduction System options allow you to customise the machine settings for the way you run your mail and add security to those features that are sensitive to your organisation. Because of the many options available, the options are categorised into "Basic", “Scale”, “Data Centre” and "Advanced".
6 • System Options Basic Options Advancing the Date on the Machine/ Returning to Today’s Date See Page 3-7 in "Running Mail". Adjusting the Contrast of the Display Press Options. Select "Setup". Select "Display Contrast". Select "Increase Contrast" or "Decrease Contrast" to change the contrast levels as necessary. 5. Press "Continue" to return to the setup menu. Press Home to return to the home screen. 1. 2. 3. 4.
6 • System Options Setting the Time, Timeouts and Auto Date Advance You can change the system time, set for daylight savings time, change the time at which your system advances the date to the next day, and set the amount of time your system can remain inactive before reverting to the normal preset values. Setting the Normal Preset Timer The normal preset is a set of values (postage, ad, account and so on) that your machine display automatically returns to after a set period of time.
6 • System Options Setting Auto Date Advance Your system automatically advances the date at a time you specify. The date advance time is factory set to 00:00 (midnight). If your mail is picked up at a certain time each day, you can set the system to advance the date just after the mail pickup time. 1. 2. 3. 4. 5. 6. 7. Press Options. Select “Setup”. Select "Time and Timeouts". Select "Auto Date Advance Time". Type in the time in 24 hour format. Select "OK". The display returns to Time and Timeouts menu.
6 • System Options Setting Daylight Savings Time When Daylight Savings Time is enabled, the machine's internal clock is advanced by 1 hour. Daylight Savings Time is also known as 'Summer Time'. Press Options. Select "Setup". Select "Time and Timeouts". Press Page Down. Select "Daylight Saving". The display shows the current setting. Select "Enable" to use Daylight Saving Time, or select "Disable" if you don't want Daylight Saving Time. 7. Press C to return to the Time and Timeouts menu OR 8.
6 • System Options Setting Postage Limits (Funds Warnings) You can specify values so that when your postage funds drop below a certain level, or if you try to enter a high postage value for a piece of mail, the system displays a warning. Setting the High Value Warning You can have the system warn you when you manually key in a postage value that is higher than a maximum amount that you specify. This feature prevents you from accidentally printing a postage value that's more than you need. 1. 2. 3. 4. 5. 6.
6 • System Options Changes to the Lock Code and Password Setting the Lock Code The Lock Code prevents unauthorised access to your mailing system after the machine has entered sleep mode or it is in a "soft" powerdown mode (by pressing the Lock/Power key on upper right corner of the control panel). 1. 2. 3. 4. 5. 6. 7. 8. Press Options. Select "Setup". Select "LockCode/Password". Select "Enable Lock Code". At the prompt, type in a new lock code (4 digits) and select "OK".
6 • System Options Changing the Lock Code You can change the Lock Code if it has been enabled. 1. 2. 3. 4. 5. 6. 7. 8. 9. Press Options. Select "Setup". Select "LockCode/Password". Select "Change Lock Code". At the prompt, type in the current lock code (4 digits) and select "OK". At the prompt, type in a new lock code (4 digits) and select "OK". Re-enter the new lock code again to confirm and select "OK". At the "Lock Code enabled" message, select "OK". Press Home to return to home screen.
6 • System Options Setting Scale Options There are several options you can set with your scale such as zeroing the weight on the scale, turning the scale on/off and selecting weight change options. Zero the Scale 1. Press Weigh/Rate. 2. Select "Zero the Scale". 3. The scale will zero the weight and return to the Home screen. Turning Auto Scale On or Off You may turn the scale’s auto rating function on or off as necessary. 1. Press Weigh/Rate, then select Page Down. 2. Select "Turn Auto Scale (OFF or ON)".
6 • System Options Setting Weight Change Options You can set how the scale reacts regarding the class of service when the weight changes. Press Weigh/Rate. Press Page Down. Select "Change/Retain Class". Select “Retain Class” when weight changes. The current condition is displayed on the screen. 5. Toggle “Yes” if you want the system to retain the class when the weight changes. Toggle “No” if you do not want the system to retain the class when the weight changes. 4. Press Home to return to the Home screen.
6 • System Options Connecting to the Data Centre You can modify the phone connection settings on your machine, from basic settings (dial prefix, etc.) to advanced settings such as user ID, password, and server IP address. The Data Centre menu choices are: • • • Check for Updates Phone Settings Distributor Settings CAUTION: Do not change these parameters unless directed to do so by a representative of the company you purchased the system from.
6 • System Options Phone Settings This menu option allows you to modify the phone connection settings on your machine (dial prefix, etc.) Selecting Tone/Pulse Use this to tell the system whether your exchange requires tone or pulse dialling. NOTE: In the UK and ROI almost all exchanges are now equipped to handle tone dialling. Press Options. Press Page Down if necessary. Select "Data Centre Options". Select "Phone Settings". Select "Dial Type".
6 • System Options Change Postage by Phone (PbP) Number Use this if you need to change the number for Postage by Phone but only if you are directed to by a representative of your machine supplier Press Options. Press Page Down, if necessary. Select "Data Centre Options". Select "Phone Settings" Select "PbP Phone No". A warning that you should only change this number if instructed to displays. Press "Continue" to continue, or press the C key to return to the Data Centre Options menu. 7.
6 • System Options Change Modem Parameters Use this if you need to change the modem settings used to dial into the Data Centre but only if you are directed to by a representative of your machine supplier. Press Options. Press Page Down, if necessary. Select "Data Centre Options". Select "Phone Settings". Press Page Down. Select "Modem String". A warning that you should only change this number if instructed to displays.
6 • System Options Distributor Settings This option allows you to modify the phone connection parameters that your machine uses to call to the Data Centre. A brief description of each parameter is provided on the next page. CAUTION: Do not change these parameters unless directed to do so by a representative of your machine supplier. Access the Distributor Settings 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Press Options. Press Page Down, if necessary. Select "Data Centre Options". Select "Distributor Settings".
6 • System Options Parameter Descriptions Account and User ID This is the account number and the user ID that your system uses to dial into the internet service provider (ISP) that allows you to connect to the Data Centre. Global Password This is the password your system uses to dial into your internet service provider.
6 • System Options Advanced Options Advanced options allow you access to features that are used very infrequently such as meter withdrawal, etc. The Advanced Feature menu includes: • • Meter Withdrawal (for withdrawing postage funds) Run Install Mode Meter Withdrawal (Withdrawing Postage Funds) This function is used to withdraw your machine from use. It should only be used under direct instruction of your machine supplier. Run Install Mode This function can be used to reset machine functions.
6 • System Options 6-20 SDC755A
7 • Maintenance DM300c DM400c This chapter explains how to maintain your mailing system. Replacing the Ink Cartridge/Printhead..................7-2 Filling the Moistener DM400c Only.......................7-6 Filling the Moistener DM300c Only.......................7-7 Maintaining the Moistener DM400c.......................7-8 Maintaining the Moistener...............................7-8 Cleaning the Stripper Blade & Brush Assembly...........................................7-8 Cleaning the Shield & Wick.....
7 • Maintenance Replacing the Ink Cartridge/Printhead IMPORTANT INFORMATION Pitney Bowes recommends that you only use genuine replacement ink cartridges that are available from Pitney Bowes. If alternative catridges or refills are obtained, the ink used must be approved by your Postal Authority. Ink usage will vary, depending on whether you routinely print ads, how many pieces of mail you print a day and other factors. We recommend that you keep a spare ink cartridge on hand at all times.
7 • Maintenance Replacing the Ink Cartridge/Printhead (continued) 3. When prompted to "Install Now", unlatch and flip open the ink cartridge guard. Ink Cartridge Guard 4. Remove the old ink cartridge. NOTE: If you are NOT changing the printhead, skip to Step 6. If you have been directed by a representative of your machine supplier to change the Print Head, continue with step 5A below. 5A. Squeeze the two grey tabs on either side of the printhead.
7 • Maintenance Replacing the Ink Cartridge/Printhead (continued) 5B. While squeezing, lift and tilt to the right the printhead. The printhead should come up out of the machine. 5C. Remove the protective tape from the bottom of the new printhead. 5D. Squeeze the two grey tabs on either side of the new printhead and slightly angle the printhead while sliding it back into its holder. 5E. Push the printhead back into place. You should hear a click when it is seated correctly. CL IC K! 5F.
7 • Maintenance Replacing the Ink Cartridge/Printhead (continued) 6. Remove the tape from the bottom of the new ink cartridge. 7. Lower the ink cartridge into the cavity. The ridges on either side of the cartridge will slide into the grooves. Ridge Ridge Groove 8. Rotate the guard back to the closed position. 9. Close the ink access cover. The system automatically recognises the new cartridge and in a few moments returns you to the Home screen. Refit the weighing platform if it was removed previously.
7 • Maintenance Filling the Moistener (DM400c Only) 1. Check the moistener tank to see how much sealing solution is left. Feeder Cover Check Level Here 2. Open the feeder cover and remove the moistener bottle. Moistener Bottle 3. Remove the moistener bottle cap and fill the moistener bottle with sealing solution or water. We recommend sealing solution because it helps keep your moistener clean and improves sealing efficiency. 4.
7 • Maintenance Filling the Moistener (DM300c Only) 1. Check the moistener tank to see how much sealing solution is left. Fill Here Check Level Here 2. Add enough sealing solution or water to bring the sealant level up to the bottom of the fill hole. We recommend sealing solution because it helps keep your moistener clean and improves sealing efficiency. 3. If the tank was empty, allow 30 minutes for the moistener brush and wick to get completely wet. CAUTION! Don't overfill the moistener tank.
7 • Maintenance Maintaining the Moistener (DM400c Only) Maintaining the Moistener If you notice incomplete or poor sealing and the moistener tank is full, you may need to clean the moistener brush or wick. If the seal quality doesn’t improve after cleaning you can replace the stripper blade and brush assembly or wick as needed. See Chapter 9, Supplies and Options for instructions on ordering these supplies for your machine. Cleaning the Stripper Blade and Brush Assembly 1.
7 • Maintenance Maintaining the Moistener (DM400c Only) Continued. Cleaning the Shield and Wick 1. 2. 3. Open the feeder cover and remove the moistener bottle. Leave the moistener bottle out until instructed to replace it. Remove the stripper blade and brush assembly. Pull the moistener tank straight out towards you. Gently lift the tank up and out. IMPORTANT: The moistener tank may be full of sealing solution.
7 • Maintenance Maintaining the Moistener (DM300c Only) If you notice incomplete or poor sealing and the moistener tank is full, you may need to clean the moistener brush or wick. If seal quality doesn't improve after cleaning, you can replace the moistener brush or wick as needed. See Chapter 9, Supplies and Options for instructions on ordering these supplies for your machine. Removing the Moistener 1. Push down on the blue release lever on the moistener. Release Lever 2.
7 • Maintenance Removing the Moistener Brush (continued) 4. Clean the brush in plain water, and rinse thoroughly. 5. Position the brush as shown so its bottom edge is under the mounting tabs. 6. Slide the brush back towards the rear of the moistener. 7. If you need to clean the wick and holder, continue with Removing the Holder and Wick procedure on the next page. Otherwise, push down on the blue release lever on the moistener. Release Lever 8. Slide the moistener back onto the machine.
7 • Maintenance Removing the Shield and Wick 1. Remove the moistener as described on page 7-10. 2. Pull up and remove the shield and wick from the moistener tank. 3. Separate wick from the shield. Clean the wick in plain water, and rinse thoroughly. Shield Wick 4. Place the wick back into the shield. 5. Reinstall the wick and holder assembly into the moistener. 6. Reinstall the moistener. Push down on the blue release lever on the moistener. Release Lever 7. Separate wick from the shield.
7 • Maintenance Running Print Tests The system has several tests that let you check print performance and help you determine printing problems: Test Print The test print allows you to print a test pattern to see if the printhead is functioning properly and has no blocked printing jets. Always ensure that your prints are clear and complete. Poor prints may be rejected by your Postal Authority. If you notice missing lines in the print, perform a purge as described on the following page. Press Options.
7 • Maintenance Cleaning the Printer Nozzles (Purging) This function allows you to purge the printheads in an effort to fix a printing problem. IMPORTANT: Always ensure that your prints are clear and complete. Poor prints may be rejected by your Postal Authority. If you notice missing lines in the print as shown in the illustration, perform a printhead purge as described below. The indicia above is a black and white representation of the approved Red indicia.
8 • Troubleshooting DM300c DM400c This chapter explains how to troubleshoot your mailing system. Getting Help..........................................................8-2 Power Problems (nothing displays).......................8-2 Error Messages.....................................................8-3 Printing Problems..................................................8-4 Feeding Problems.................................................8-5 Display Problems..................................................
8 • Troubleshooting Getting Help There may be times when you need help to solve a problem, or you may want more information about how your DM300c/DM400c Series works. Please read the troubleshooting information in this section first. In many cases, it can help you resolve the problem. If you need to contact us, please have the following information at hand: Product Model: DM300c/DM400c Series. Serial number: See the back of the DM300c/DM400c Series.
8 • Troubleshooting Error Messages From time-to-time your DM300c/DM400c Series may display an alert or error message. An alert tells you that something needs attention; an error message usually tells you about a DM300c/DM400c Series condition you can fix. Message Description Action Account Balance Low Refill amount exceeds funds available or credit limit. Perform Refill procedures for smaller amount, make an advance payment or call your machine supplier for credit.
8 • Troubleshooting Printing Problems Machine won't print Machine is in seal-only mode This mode disables printing. Press Home to return to Home screen and resume printing. Digital meter stamp is incomplete or streaked; poor print quality Print nozzles clogged IMPORTANT: Always ensure that your prints are clear and complete. Poor prints may be rejected by your Postal Authority.
8 • Troubleshooting Feeding Problems To avoid stalled (jammed) envelopes 1. Make sure your envelopes meet our published specifications. See Chapter 1, Introduction. 2. Feed envelopes correctly. See the instructions in Chapter 3, Running Mail. Don't try to feed oversize envelopes through the machine. Use tape strips instead. Clearing a stalled envelope 1. Rotate clearance lever clockwise to the "released" position. 2. Carefully pull envelope out from right. 3. Make sure deck is clear of paper fragments. 4.
8 • Troubleshooting Clearing a Stalled Envelope- Feeder Area (DM400c Only) 1. Raise the Feeder Cover 2. Release the Feeder Clearance lever to remove mail under feeder rollers. 1 Feeder Clearance Lever 2 3. If necessary, remove moistener assembly to clear mail between the feeder and the printer area.
8 • Troubleshooting Display Problems Display hard to read Display contrast needs adjustment (see page 6-4). Problems with Postage Refill The display shows a series of messages during the postage refill process Normal The machine is designed to display the progress of the postage refill. If the procedure fails for any reason, the display tells you why. Make the necessary corrections.
8 • Troubleshooting Moistening Problems Envelopes don't seal Incorrect feeding Make sure you slide the envelope flap under the blue edge of the feed deck. If you don't, the moistener can't wet the flap. Low sealant level Check the sight glass on the left side of the moistener tank. If the sealant level is low, add sealing solution until it reaches the bottom of the fill hole. See the instructions in Chapter 7, Maintenance. Dry moistener brush Try wetting the moistener brush.
9 • Supplies and Options DM300c DM400c This chapter explains how to order supplies and accessories for your digital mailing system. It also tells you a little about options that can help you get the most value from your equipment Options..................................................................9-2 Weighing Platforms.........................................9-2 Moistener........................................................9-2 Postal Advertisements (Ads)...........................
9 • Supplies and Options Options A number of flexible options are available so you can tailor your mailing system to meet your exact needs today, and expand it as your business grows tomorrow. Contact your machine supplier who will advise you about the options available on your model. Weighing Platforms The weighing platform allows you to accurately weigh mail and packages. You have a choice of different capacity weighing platforms. See Chapter 3, Running Mail for details on using the weighing platform.
9 • Supplies and Options How to Order All supplies, accessories and options are available from your machine supplier. Contact details are given on a separate document supplied with your DM300c/DM400c Series, on the rear page of this guide and/or on a 'sticker' applied to the machine. Supplies Your DM300c/DM400c Series requires certain supplies to function properly.
9 • Supplies and Options 9-4 SDC755A
10 • Reports DM300c DM400c This chapter explains how to take advantage of the reports feature of your system. Overview of Reports............................................10-2 Last 5 Refills Report............................................10-2 Funds Report.......................................................10-2 Single Account Report.........................................10-3 Multi-Account Summary Report..........................10-3 Account List Report.............................................
10 • Reports Overview of Reports Your system allows you to print reports for funds usage, postage refills, postage tracked by account, and other valuable data. You can print these reports directly from your machine on an envelope or tape sheet. The reports are accessed by pressing Options and selecting "Reports". Last 5 Refills Report This report lists the last 5 postage refills. 1. 2. 3. 4. Press Options. Select "Reports". Select "Last 5 Refills" report.
10 • Reports Single Account Report This report provides the postage history for a single account (if the Departmental Accounting feature is set up on your system). Press Options. Select "Reports". Select "Accounts". Select "Single Account". Select an account. When prompted, insert envelope into machine or press Tape. The report is printed. 7. Select "Yes" to return to the Reports menu, or press "No" to return to the Home screen. 1. 2. 3. 4. 5. 6.
10 • Reports Account List Report This report provides a list of all of the accounts that you have configured on your system (If the Departmental Accounting Feature is set up on your system). It can only be printed if you have an external printer connected to your system. 1. 2. 3. 4. 5. 6. Press Options. Select "Reports". Select "Accounts". Select "Accounts List". The report is printed to the external printer. Select "Return to Report Menu", or press Home to return to the Home screen.
10 • Reports Error Report This report provides a history of error codes that your machine has encountered. 1. 2. 3. 4. 5. Press Options. Select "Reports". Press Page Down (if necessary). Select "Error". When prompted, insert envelope into machine or press Tape. The report is printed. NOTE: If it is a multi-page report, you will be prompted to insert another envelope/tape sheet. 6. Select "Yes" to return to the Reports menu or press Home to return to the Home screen.
10 • Reports Permit Report This report lists the activity of each permit print if your system is being used for permit printing. 1. 2. 3. 4. 5. Press Options. Select "Reports". Press Page Down (if necessary). Select "Permit". When prompted, insert envelope into machine, or Press Tape. NOTE: If this is a multi-page report, you will be prompted to insert another envelope/tape sheet. 6. Select "Yes" to return to the Reports menu, or Press Home to return to the home screen.
11 • Departmental Accounting DM300c DM400c This chapter explains how to take advantage of the optional accounting feature of the system. Overview of the Accounting Feature................... 11-2 Turning On Accounting (if available).................... 11-2 Turning Off Accounting........................................ 11-3 Selecting an Account........................................... 11-3 Creating an Account............................................
11 • Departmental Accounting Overview of the Accounting Feature If your model has the departmental accounting feature, you can setup your system to track postage costs incurred by individuals or departments in your organisation (e.g., Engineering, Sales, etc.). The number of accounts available on your system is based on the amount purchased or supplied with your model. Your system stores the following information for each account: • • • A name up to 15 alphanumeric characters long. An account number.
11 • Departmental Accounting Turning Off Accounting You can temporarily turn off the Departmental Accounting whenever you wish. NOTE: You will not be tracking postage by account when this feature is turned off. 1. Press Options. 2. Select “Accounts” 3. If the supervisor password is enabled, you will be prompted to enter it and select “OK” to continue. NOTE: If the supervisor password is enabled, you will need to enter it to gain access to all of the accounting functions. 4.
11 • Departmental Accounting Creating an Account You need to create an account before you can use the departmental accounting feature to track postage. 1. Press Options. 2. Select "Accounts" 3. If the supervisor password is enabled, you will be prompted to enter it and select “Accept” to continue. NOTE: If the supervisor password is enabled, you will need to enter it to gain access to all of the accounting functions. 4. Select “Create New Account”.
11 • Departmental Accounting Editing an Account/Setting Up Account Passwords You can edit an account name and establish passwords for each account if you wish. 1. Press Options. 2. Select "Accounts”. 3. If the supervisor password in enabled, you will be prompted to enter it and select “Continue” to continue. NOTE: If the supervisor password is enabled, you will need to enter it to gain access to all of the accounting functions. 4. Select “Edit Account” 5. Select an account to edit. 6.
11 • Departmental Accounting Turning On Account Passwords You can turn on the requirement for all operators to enter passwords (if passwords are set up) when choosing an account. NOTE: The Supervisor Password must be turned on before you can use this feature. If it is turned on, you will be presented with an option to enter the Supervisor Password. 1. Press Options. 2. Select “Accounts". 3. If the supervisor password is enabled, you will be prompted to enter it and select “Continue” to continue.
11 • Departmental Accounting Viewing Account Totals You can view your account totals anytime using this option. 1. Press Options. 2. Select “Accounts". 3. If the supervisor password is enabled, you will be prompted to enter it and select “Continue” to continue. NOTE: If the supervisor password is enabled, you will need to enter it to gain access to all of the accounting functions. 4. Select “View/Clear Account Total”. 5. The select Account to Clear screen displays.
11 • Departmental Accounting Clearing Account Totals You can view your account totals anytime using this option. 1. Press Options. 2. Select “Accounts". 3. If the supervisor password is enabled, you will be prompted to enter it and select “Continue” to continue. NOTE: If the supervisor password is enabled, you will need to enter it to gain access to all of the accounting functions. 4. Select “View/Clear Account Totals”. 5. The select Account to Clear screen displays.
11 • Departmental Accounting Clearing All Accounts You can clear the postage totals on all accounts when necessary. CAUTION: Make sure your really want to clear all your accounts. Once you do, the information can not be retrieved. 1. Press Options. 2. Select “Accounts". 3. If the supervisor password is enabled, you will be prompted to enter it and select “Continue” to continue. 4. 5. 6. 7.
11 • Departmental Accounting Deleting an Account You can delete an account and remove it and its contents from the system. CAUTION: Make sure your really want to delete an account. Once you do, the account information can not be retrieved. 1. Press Options. 2. Select "Accounts". 3. If the supervisor password is enabled, you will be prompted to enter it and select “Continue” to continue.
Glossary Account—A department (e.g., “Human Resources”) to which postage is charged. Your machine may allow you to set up and choose a number of different accounts. You can assign a unique name to each. The machine stores the total postage used and the number of mail pieces processed for each account. The accounting feature is optional and the total number of accounts available on your machine depends on the option purchased.
Glossary Home Screen—The machine display that shows your current selections. It indicates that you're ready to print postage. Inspection—The process of examining the postage usage through the machine to assure accurate postal funds accounting. Your machine is subject to remote inspection whenever you add postage to it. To do an inspection, simply add postage or connect to the Data Centre as explained in Chapter 5, Adding Postage/Connecting to Data Centre.
Elizabeth Way, Harlow, Essex, CM19 5BD, UK www.pitneybowes.co.uk Support Web Site: www.pitneybowestsg.com PB Form SDC755A (2-07) © Pitney Bowes Limited, 2007 We have made every reasonable effort to assure the accuracy and usefulness of this guide, however we cannot assume responsibility for errors or omissions or liability for the misuse or misapplication of our products.
