DM500™ and DM550™ Series Digital Mailing System DM500™ Series Mailing System DM550™ Series Mailing System Shown with Weigh-On-The-Way® Operator Guide US English Version SV61436 Rev.
SV61436 Rev. D ©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 List Chapter 1 - Read this First Chapter 2 - Meet the DM Series™ Digital Mailing System Chapter 3 - Mail in a Minute Chapter 4 - Running Mail Chapter 5 - Mailing System Setup Chapter 6 - Adding Postage Chapter 7 - Standard Accounting Chapter 8 - Reports Chapter 9 - Maintaining and Updating Chapter 10 - Troubleshooting Chapter 11 - Supplies and Options Chapter 12 - Specifications Appendix A - Glossary Index SV61436 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 Contents What’s in this Guide ............................................................................. 1-2 Other Information ................................................................................. 1-2 What You Need to Know ...................................................................... 1-3 Safety Requirements............................................................................
1 • Read This First What’s in this Guide Chapter 1 - Read this First contains important information about USPS requirements and equipment and telephone safety precautions. Chapter 2 - Meet the DM500™ and DM550™ Digital Mailing System gives an overview of the mailing system and the location of each control and machine feature. Please read this section carefully. It provides a foundation for the instructions in later sections of this book.
DM500™ and DM550™ Series Digital Mailing System Operating Guide What You Need to Know Since your postage meter (Postal Security Device) is licensed by the United States Postal Service (USPS), you must follow a few basic requirements. USPS Requirements • • • • • Mail must have the correct date and postage amount in the meter stamp. Metered mail must bear the ZIP Code location of the post office where the postage meter (Postal Security Device) is registered.
1 • Read This First • • • • • • When removing jammed material, avoid using too much force to prevent personal injury and damaging equipment. To prevent overheating do not cover system vent openings. 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.
DM500™ and DM550™ Series Digital Mailing System Operating Guide • • • Do not use the telephone or equipment connected to the telephone line in the vicinity of a gas leak. 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.
1 • Read This First 1-6 SV61436 Rev.
2 • Meet the DM500™ and DM550™ Series Digitial Mailing System Contents Introducing the DM Series™ Mailing System .......................................2-2 Features and Benefits ..........................................................................2-2 Parts of the Mailing System..................................................................2-5 Mailing System Exterior..................................................................2-5 Mailing System Interior .........................................
2 • Meet the DM500™ and DM550™ Digital Series Mailing System Introducing the DM Series™ Mailing System The DM Series™ Digitial 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 DM500™ and DM550™ Series System. • • • • Automatically feeds a stack of mail. Moistens and seals the envelope flaps.
DM500™ and DM550™ Series 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.
2 • Meet the DM500™ and DM550™ Digital Series Mailing System Advertisements and Inscriptions Ads and inscriptions are messages you can include in the meter stamp. A number of standard advertisements and inscriptions are included with your mailing system. You can order customized ads and inscriptions by calling the Pitney Bowes Supply Line™ (refer to the Pitney Bowes Contact Information List at the front of this guide for the phone number).
DM500™ and DM550™ Series Digital Mailing System Operating Guide Parts of the Mailing System This section describes the parts of your DM500™ and DM550™ Series System and includes: • The Mailing System Exterior, including the Weigh-On-The-Way® (WOW®) Module The Mailing System Interior The IntelliLink® Control Center The Main Screen • • • Mailing System Exterior 1 IntelliLink® Control Center - This contains the screen and keypad for communicating with the mailing machine and the built-in postage meter (
2 • Meet the DM500™ and DM550™ Digital Series Mailing System The DM500™ and DM550™ Series Digital Mailing System 1 4 5 2 6 8 10 9 7 Right Side View of the DM500™ and DM550™ Series System 11 12 13 2-6 SV61436 Rev.
DM500™ and DM550™ Series Digital Mailing System Operating Guide The DM500™ and DM550™ Series System with Optional WOW® Module Connectors on the Back of the Mailing System Base Dual External Device USB Ports Serial Port Connector USB Ports - Four USB ports are located on the back, lower right side of the machine. These provide communications with external devices like a printer, an external scale, optional power stacker or a PC.
2 • Meet the DM500™ and DM550™ Digital Series Mailing System Mailing System Interior Interior of the DM Series™ System (Under the Front Cover) Top release jam lever E-Z Seal® bottle Top release jam lever Thickness adjustment knob Lower release lever Feed deck Thickness Adjustment Knob - Use this to adjust for the thicknesses of the envelopes. You do not have to lift the cover to adjust the knob.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Interior of the DM Series™ System with Optional WOW® (Under the WOW® Cover) Postage tape holder in WOW® Module WOW transport jam release lever WOW transport deck WOW® Transport Jam Release Lever - Pull this to clear jams on the transport deck. Pressure-Sensitive Postage Tape - In the DM Series™ system with optional WOW® module, the pressure sensitive postage tape is located as shown below in the WOW® module.
2 • Meet the DM500™ and DM550™ Digital Series 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 an analog phone line. Function Keys 1 2 Lock Button - Locks the IntelliLink® Control Center. 3 Normal Preset Key - Returns you to the most commonly used setting.
DM500™ and DM550™ Series 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 Appendix C 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 SV61436 Rev. D Start Key - Begins processing mail with the options you have selected.
2 • Meet the DM500™ and DM550™ Digital Series 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.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Connectors on the Back of the IntelliLink Control Center • Analog Phone Line Connector - 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. If you do not have a LAN connection, you can use the analog phone line connector to add postage funds to your meter.
2 • Meet the DM500™ and DM550™ Digital Series Mailing System 2 - 14 SV61436 Rev.
3 • Mail in a Minute Contents Mail in a Minute .................................................................................... 3-2 Preparing Your Mail.............................................................................. 3-2 Running the Mail .................................................................................. 3-3 Printing Postage Tapes ........................................................................ 3-4 SV61436 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.
DM500™ and DM550™ Series Digital Mailing System Operating Guide 4. Place the stack of mail on the feed deck shown in the picture below. Feed Sensor Side Guide • Place the envelopes with the flaps down and against the rear wall. • Make sure the envelopes are pushed far enough so that they cover the feed sensor on the rear wall. 5. Adjust the side guide so it is close to, but not touching, the bottom edge of the envelope stack.
3 • Mail in a Minute Printing Postage Tapes Print postage tapes for: • • • • • Packages Onion skin/airmail type envelopes Tyvek® envelopes Envelopes that are thicker than 5/8” Any pieces of mail that are outside the limits specified for mailing materials - see Specifications, Mailing Materials in Chapter 12 of this guide for details. You can request up to 99 tapes at a time. The tapes exit into the stacker.
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.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Applying Postage and Running Mail To apply postage and run mail on the DM500™ and DM550™ Series 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.
4 • Running Mail 1 Determining the Correct Postage Mode Feeding Mail or Printing Tape? 1. If your mail requires no application of postage, see Chart C on the following page to choose your mode. 2. If your mail requires postage, you must determine if you can print directly on your mail. You can feed mail if your pieces of mail are: • under 5/8in. (15.9mm) thick. • over 3.5 in. x 5 in. or under 13 in. x 10 in. • underr 10 lbs.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Chart B - Postage Tape Mode If: Then use this mode: You know the amount of postage needed for your piece of mail. Key In Postage You do not know the weight of your piece of mail. Attached Scale You have several pieces of mail and do not know their postage Attached Scale - AutoTape (An option you can purchase, not available on all systems.) You know the weight.
4 • Running Mail 2 Preparing Your Mail If you intend to run pieces of mail through your system, read About Running Mail below. If you are going to print postage tapes, read About Printing Postage Tapes 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.
DM500™ and DM550™ Series Digital Mailing System Operating Guide 5. Adjust the thickness adjustment knob to adjust for envelope thickness. For thicker pieces of mail (3/8” to 5/8”), or mail containing several inserts, use the thick mail setting. For mail containing only single inserts, or for postcards, use the normal mail setting. Refer to the figure on the right. To pick a setting, turn the knob to the arrow located on the feed cover. 6. Make sure you have sufficient funds in your postage meter.
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.
DM500™ and DM550™ Series Digital Mailing System Operating Guide About Printing Postage Tapes Print postage tapes for: • • • • • Packages Onion skin/airmail type envelopes Tyvek® envelopes Envelopes that are thicker than 5/8” Any pieces of mail that are outside the limits specified for mailing materials - see Appendix C, Specifications in this guide for details. You can request up to 99 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.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Mode Selection: Key in Postage Use this mode if you know what the correct amount of postage is for your mail and you intend to apply this postage to each piece. 1. Press the Mode key. 2. Select Key In Postage. 3. Key in the correct postage value using the numeric keys on the IntelliLink® Control Center, then press the Enter key. 4. If you are done, place the mail on the feed deck and press the Start key, otherwise go to step 4. 5.
4 • Running Mail Mode Selection: Weigh First Piece This feature is available only on systems that have the optional Weigh-On-The-Way® (WOW®) module installed. In this mode, the machine weighs the first mail piece and processes the remaining mail at the same postage rate. WARNING! Do not lean on or disturb the system while it is processing mail in this mode. It will affect the amount of postage applied to the mail piece. To run mail in this mode: 1. Press the Mode key. 2. Select Weigh First Piece. 3.
DM500™ and DM550™ Series Digital Mailing System Operating Guide 6. 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. - If you select On, then when you remove each piece of mail, the system automatically prints a tape. - If you select Off, you remove the first piece of mail and place it on the feed deck. The system automatically feeds the mail.
4 • Running Mail Mode Selection: Attached Scale Use this option If the AutoScale feature is set to Off see Set Up Scales/ Rates: AutoScale in Chapter 5 in this guide. 1. Press the Mode key. 2. Select Attached Scale. The “Attached Scale Mode” screen appears. 3. Place the piece of mail on the scale. CAUTION: Make sure you center the mail on the scale and check to be sure it is not touching any other surface or object. 4.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Mode Selection: Time and Date Stamping Time Date Stamping mode allows you to print the current time and date, along with the word “Received” on incoming mail. The time and date will remain the same during a single transaction (whether you process a single envelope or 100 envelopes.) The system will update the date and time during the mail run. NOTE: The mailing system may operate at a slightly slower speed dur- ing this process. 1.
4 • Running Mail 4 Selecting or Deselecting an Account Selecting an Account If you use Accounting, you must select an account. If you are using Budget Manager or Business Manager refer to the operator guide or help system provided with those applications. You can select an account manually by scrolling through the entire list of accounts on your system.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Selecting an Account by Name The account name search allows you to type in the account name, or part of the account name, to narrow down your search. Follow the steps below to select an account by name: 1. Press the Account screen key. The Select Account screen appears listing all of your accounts. 2. If necessary, press the left arrow key to toggle the search by account name method. 3. Type in the first few characters of the account name.
4 • Running Mail 5 Selecting the Class, Carrier, Special Services or Options Each carrier has its own set of classes and each class has its own set of special services. When you select a class or carrier, only those options available for that selection display in the main screen. NOTE: When selecting a class/carrier: • If your system has been set up to retain the class on each piece of mail weighed then the class that appears in the main screen will be the one you selected last.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Selecting a Country If your class requires you to select another country: Selecting a Smart Class™ 1. Press the Class key. 2. Press the right arrow key (ll Rates). 3. You are prompted to "Select Rate". Select the name of the custom carrier you created, for example, Carrier 1. 4. You are prompted to "Select Class". Select the name of the Smart Class™ you created, for example, Smart Class 1. 5.
4 • Running Mail 6 Selecting the Meter Stamp Options The Meter Stamp Options selection allows Meter Stamp Options you to change the elements printed on your piece of mail or tape. Date Ad/Message You access the Meter Stamp options by pressing the Menu key on the IntelliLink® Inscription Control Center and then selecting Meter Piece ID Number* Stamp Options. Print Position The list of options that display depends on Multiple Tapes the model number of your mailing system.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Meter Stamp Options: Inscription You can have a variety of inscriptions appear on your piece of mail. For a list of the inscriptions provided with your mailing system, refer to Chapter 11, Supplies and Options in this guide. To add more inscriptions, refer to Performing Updates or Adding Features in Chapter 9 in this guide. 1. 2. 3. 4. 5. Press the Menu key. Select Meter Stamp Options. Select the Inscription option.
4 • Running Mail Using Electronic Confirmation Services The United States Post Office (USPS) provides three types of confirmation services: Overview Postage Calculation for Confirmation Services 7 • Delivery Confirmation - shows you when the postal carrier delivered the mail. • Signature Confirmation - shows you who signed for the mail. • Certified Mail - provides you with proof that you mailed the item. Each of these services has its own barcode labels.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Adding Services or Making Changes • • • Using Confirmation Services Before Printing Postage If you already have postage on the mail and then decide you want to add a service, follow the instructions here for Adding Confirmation Services After Printing Postage. If you need to add more postage to cover the confirmation services, refer to the section, Add Postage and/or Change the Date in this chapter.
4 • Running Mail 12. Press the Enter key. The “Enter another package?” screen appears. Follow the screen prompts to process more pieces of mail for confirmation services. Adding Confirmation Services After Printing Postage If you have already applied postage to a piece of mail and you now want to add a confirmation service to it, follow the procedure here. This procedure is based on using a Priority class and the E-Del Con service. Your procedure may vary slightly depending on your class and service. 1.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Editing, Deleting or Sending Confirmation Services Records Using Electronic Return Receipt (ERR) This procedure tells you how to edit, delete or send confirmation services records once you have entered them into your system. Your system can store up to 100 of your barcode records before sending them to Pitney Bowes. 1. Press the Menu key. 2. Press the down arrow key and then select Confirmation Services. 3.
4 • Running Mail Installation/Setup IMPORTANT: Perform the following steps in the order given. 1. Verify that services are enabled: a. Press Existing Features. b. Press Confirmation Services. 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 Customer Data Universal Numbering System Number.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Setup Options 1. Press the Menu button. 2. Select Confirmation Services. 3. Select the right arrow to go to Set Up CFM Svcs. You are now in the Cfm Svcs Setup Screen. Each option is explained below. • Apply Label Prompt - If this option is on, the system automatically prompts the operator to apply the barcode label to each Confirmation Services mail piece.
4 • Running Mail 5. Enter the USPS tracking barcode number. NOTES: • You will not be prompted to enter the Customer Reference Number if you scanned a combined barcode when entering the destination ZIP Code. • If you use labels supplied by Pitney Bowes, be sure to use the correct label for the selected service, in this case E-Certified (dark green) labels.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Using ERR with a Customer Reference Number The Pitney Bowes solution for Electronic Return Receipt (ERR) may include the option to use a Reference Number that can tie the USPS 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 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. This can be a Client Number, Summons Number, Policy or Claim Number, or Invoice Number. You will not be prompted for this number if you scanned a combined barcode that includes the customer reference number and destination ZIP Code. b. Press Enter. 8.
DM500™ and DM550™ Series Digital Mailing System Operating Guide 8 Adding Postage or Changing the Date If you do not have the correct postage or date on a piece of mail, you can add more postage or change the date directly on a piece of mail. If you prefer, you can print the corrections on at a tape instead and then apply it to the piece of mail. To add more postage: 1. If you are printing more postage on an envelope and if the envelope is sealed, press the seal key and select Sealer Off.
4 • Running Mail To change the date: 1. If you are printing the date correction on an envelope and if the envelope is sealed, press the Seal key and select Sealer Off. If you are printing on a tape, go to step 3. 2. Turn the piece of mail around 180 degrees so that the meter stamp is in the lower left corner as shown here. Then, place the envelope on the feed deck with the flap facing down. 00 37 00 30 00 37 3. Press the Mode key and select Key In Postage. 4. Enter the 00.
5 • Mailing System Setup Contents Navigating Hints ................................................................................... 5-2 Overview of Mailing System Set Up ..................................................... 5-3 Setting the Display Language .............................................................. 5-4 Adjusting Display Contrast ................................................................... 5-4 Setting the Date and Time of Day ....................................................
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.
DM500™ and DM550™ Series 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 and Volume Control. 3 Setting the Date and Time of Day. 4 Setting up a Supervisor Password. 5 Setting up a Lock Code. 6 Setting up the Scale and Selecting Rates. 7 Setting up Postage By Phone®.
5 • Mailing System Setup 1 Setting the Display Language Depending on the model of your mailing system, you may be able to set the display to any of the following languages: • • • English Espanol Francais To change the language of the display: 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. • Press 3 for Francais. 5.
DM500™ and DM550™ Series Digital Mailing System Operating Guide 3 Setting the Date and Time of Day If your mail is picked up at a certain time each day, you can set your system to advance the date at the mail pickup time. NOTE: The date on the meter stamp should correspond to the date when your mail goes to the post office. If you enter an invalid time or date, the system beeps and the screen displays the message: “Invalid Time”. To adjust the time and enter date advance: 1. 2. 3. 4. Press the Menu key.
5 • Mailing System Setup 4 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.
DM500™ and DM550™ Series Digital Mailing System Operating Guide 6 Setting Up the Scale and Selecting Rates You can use this section to set up how your scale works with your system. Scale/Rates Set Up For example, the Attached Scale option allows you to set your scale to accommodate for environments subject to vibrations. Attached Scale WOW® Weight Limit The Class if new Piece, Dest. if new WOW® Start Key Piece and Dest.
5 • Mailing System Setup Scale/Rates: WOW® Weight Limit You can set the WOW® weight limit to prevent the system from printing postage on pieces of mail that exceed a set weight. 1. Press the Menu key on the control center and select Set Up. Press the down arrow key and select Scale/Rates. 2. Select WOW Weight Limit. 3. Enter the weight in lbs., and/or press the right arrow key and enter the weight in oz. The weight cannot be great than 1 lb. 0 oz (or 0 lb. 16 oz).
DM500™ and DM550™ Series Digital Mailing System Operating Guide Scale/Rates: Diff Weigh Trip Weight Use this option to set the minimum weight that a piece of mail must weigh in order to use the differential weighing mode to print postage on a tape or on a piece of mail. For more information on differential weighing, refer to “Selecting the Postage Mode and Running the Mail” in Chapter 4 of this guide. When your system is shipped, the trip weight is set to 0.5 ounces (10 grams).
5 • Mailing System Setup Scale/Rates: Destination if New Piece Use this option to set the system to clear the destination ZIP or Zone code for each piece of mail weighed, or to keep the last class used. Press the Menu key on the control center and select Set Up. Press the down arrow key and select Scale/Rates. 1. Select Dest. if new Piece. • To clear the destination select Clear; set class to none. • To retain the destination select Retain; use class destination. 2.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Scale/Rates: BMC Intra ZIP Use this option to edit a group of predefined zip code ranges, or create a new group of ZIP Codes, within a Bulk Mailing Center (BMC). 1. Press the Menu key on the control center and select Set Up. Press the down arrow key and select Scale/Rates. 2. Select BMC Intra ZIP. 3. To create a new group, select Create new group and enter the new beginning and ending ZIP Code.
5 • Mailing System Setup Scale/Rates: Confirm Svc Barcode Prompt This feature may be offered as a standard or optional feature and is not available on all Pitney Bowes solutions. Please contact your local account representative to determine if this option is accessible on your system. When using USPS Confirmation Services, you can turn this option on to have the system display the following prompt when it is time to apply a barcode: “Apply barcode label to package” 1.
DM500™ and DM550™ Series Digital Mailing System Operating Guide b. To set the first weight break, use the numeric keys and enter 0 for lb. Press the Enter key. Enter 3 for oz and press the Enter key. c. Select the appropriate class, in this example, 1st Class Auto. d. Select the appropriate subclass. In this example, select Letter, then select 5-Digit. e. The Fees screen appears. Press Enter. f. The Select Auto Ad/Inscriptions screen appears: • To add an ad, select Ads/Messages.
5 • Mailing System Setup e. The Select Auto Ad/Inscriptions screen appears: • To add an ad, select Ads/Messages. Scroll through the list and select the appropriate option. • To add an inscription, select Inscriptions. Scroll through the list and select the appropriate option. • Press Enter when done. The display shows the first weight break for this Smart Class™. Since we did not create a fourth weight break it is listed as None. Weight Class/+Fees 0 lb 0.0 oz — 0 lb 3.0 oz 1stAuto...
DM500™ and DM550™ Series 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.
5 • Mailing System Setup 7 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.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Phone/Network Set Up: Secondary PB # This feature may be offered as a standard or optional feature and is not available on all Pitney Bowes solutions. Please contact your local account representative to determine if this option is accessible on your system. Use this option to enter a secondary or alternative Pitney Bowes phone number to dial if the first or primary number is busy. 1. Press the Menu key on the control center.
5 • Mailing System Setup Phone/Network Set Up: Use LAN Firewall Settings This option allows you to modify individual LAN firewall settings. Phone/Network Set Up: Network Settings This option allows you to modify individual phone connection parameters. 1. Press the Menu key on the control center. Select Set Up from the main screen, then select Phone/Network Set Up. 2. Select LAN Firewall Settings.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Phone/Network Set Up: Remote PC Refill This option is available only on systems that have the optional Remote Refill feature installed. Use this option to turn the Remote PC Refill feature on or off. NOTE: Once you select this option, the system will restart. 1. Press the Menu key on the control center. Select Set Up from the main screen, then select Phone/Network Set Up. 2.
5 • Mailing System Setup 10 Configuring System Timeouts This section describes how to set various system timeouts for your mailing system. 1. To access the system timeouts, press the Menu key on the control center, and select Set Up. 2. Select Basic Settings and then Timeouts to get all of the timeout options. The timeout options are listed on the right. All of these options are described in the following sections.
DM500™ and DM550™ Series 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 Presets 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.
5 • Mailing System Setup Timeouts: Transaction Timeout This option is available only if your mailing machine is connected to the AccuTrac™ Mail Accounting system. Use this option if you routinely batch your mail runs. This option allows you to specify how much time to allow the system to remain idle before it ends the current accounting transaction. You can set this timeout for 10 - 65520, in 1 second increments. The default timeout is 14,400 seconds. 1. 2. 3. 4. 5.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Defining Normal Preset Values When defining the normal preset values, 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 normal preset without a selecting a class, but your preset values will not update automatically when postage rates change. 1.
5 • Mailing System Setup 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.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Store Advance Date in a Custom Preset This feature may be offered as a standard or optional feature and is not available on all Pitney Bowes solutions. Please contact your local account representative to determine if this option is accessible on your system. In order to store an Advance Date setting in a custom preset, you need to first turn on this feature.
5 • Mailing System Setup Editing Custom Preset Values To edit an existing custom preset, you define its new values and then overwrite the old values. 1. Enter the new values for the mail job that correspond to the custom preset you want to change or edit. 2. Press the Custom Presets key. 3. Press the right arrow key (Set up Presets appears next to the right arrow key). 4. Press the screen key for Store Current Setting to Preset. 5. The system prompts you to “Select Preset to Replace”.
DM500™ and DM550™ Series Digital Mailing System Operating Guide 12 Creating Custom Messages Custom Messaging enables you to enter text at the Control Center which can print directly on envelopes as they pass through the mailing system. Custom messages can be saved in the memory of the system, and recalled whenever appropriate to print. In the Control Center, this feature is shown as “Text Entries.
5 • Mailing System Setup Postal Rules and Guidance IMPORTANT: Any custom message printed by the DM Series™ system must follow USPS guidelines as published in the Domestic Mail Manual (DMM). Creating a Custom Message for the First Time 1. 2. 3. 4. 5. Press the Menu key. Select Set Up, then select Text Entry Set Up. Select Create. Select a line of text to enter. Type in the text and press Enter. Repeat step 4 until all lines of text have been entered. You can enter up to five lines of text. 6.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Editing a Custom Message 1. 2. 3. 4. 5. 6. 7. 8. 9. Press the Menu key. Select Meter Stamp Options, then select Text Entries. Press the right arrow key, the select Edit. Select the appropriate custom message. Select a line of text to edit. a. Press Clear to clear the existing entry, or press the left arrow key. b. Make any necessary changes to the text. c. Press Enter when done.
5 • Mailing System Setup 13 Taking the Meter Out of Service 14 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.
DM500™ and DM550™ Series Digital Mailing System Operating Guide 15 Configuring the Optional Barcode Scanner If you have a barcode scanner attached to your mailing system, you can configure it to scan: • account names, • account codes (Business Manager only), • speed codes (INVIEW™, Budget Manager only), • Custom and Normal Presets, • Job IDs, or • ZIP Codes if you are in the INVIEW™, Budget Manager or Business Manager accounting systems.
5 • Mailing System Setup Setting the Default Scan Type If you are using an accounting system on your mailing system you can set up the scanner so that it knows what field is scanning without using a prefix code. Your selection of Account Name or Account Code depends on your accounting system. You can then scan the account code or name directly from the Main screen on IntelliLink® Control Center display. To set the default value: 1. 2. 3. 4. Press the Menu key on the control center, then select Set Up.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Adding Barcode Prefixes If you are going to scan multiple fields, you will need to create barcodes that contain a 1 or 2 digit prefix. This prefix identifies the field you are scanning. You may use this if you are transferring accounts from a different accounting system like the Paragon®, or from a set of pre-printed barcode labels that have a prefix as part of the barcode.
5 • Mailing System Setup Combining Barcodes If you need to combine multiple barcode scans into a single barcode, use this setup option. For example, the typical barcode scanner can only accept a maximum of 30 characters. If you want to scan an account name that contains more than 30 characters, say 50 characters, you add a "join character" at the end of the first 30 characters.
6 • Adding Postage Postage By Phone® Meter Payment System ...................................... 6-2 Your Postage Meter ............................................................................. 6-2 USPS Rekey Requirements ................................................................. 6-3 Managing Your Postage Funds ............................................................ 6-4 Connecting Your Postage Meter to an Analog Phone Line ..................
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.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Connection Alternatives Review You can connect your mailing system to the Pitney Bowes network 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.
DM500™ and DM550™ Series Digital Mailing System Operating Guide 2 Connecting Your Postage Meter to an Analog Phone Line If you do not have access to a Local Area Network (LAN) connection, you can connect to the analog phone line connector on the back of the IntelliLink® Control Center. NOTE: If you need to connect to an analog phone line that is not located near your IntelliLink Control Center, you can remove the control center and move it to a location near the analog line.
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.
DM500™ and DM550™ Series Digital Mailing System Operating Guide 5 Adding Postage To add postage from your Postage By Phone® System account to your postage meter, follow these steps. 1. Press the Funds key. 2. Select Quick Refill, or Other Refill Amount. 3. If you have set up a supervisor password, you are prompted to enter the password now. Enter the password and press the Enter key. 4. If you select Quick Refill, the system adds the same amount it did the last time you added postage. 5.
6 • Adding Postage Recommended Funds Values When the Postage Pass - Automated Postage Refill capability is enabled, your mailing system will make recommendations for both Auto Refill Amounts and the Low Funds Warning. • • The Auto Refill Amount is the dollar value of the reset when you refill for postage. Recommended Minimum Default $2000 - $8000 $1000 $5000 The Low Funds Value is the dollar amount that becomes the trigger for the Auto Refill.
7 • Standard Accounting Navigating Hints ................................................................................... 7-2 Overview of Accounting ....................................................................... 7-3 Using the Account Setup Procedures .................................................. 7-3 Before Using the Setup Procedures..................................................... 7-4 Viewing Accounts .................................................................................
7 • Standard Accounting Navigating Hints • You can access all of the accounting features by pressing the Accounts key on the IntelliLink® Control Center. The system displays the account names in the format shown here (Standard Accounting): Select Account 0. None 1. Account Name> - 2. Account Name> - 3. - 4.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Overview of Accounting The information in this chapter describes how to set up the standard accounting package provided with your mailing system. For information on your system’s accounting features, or if this is the first time you are setting up accounts and would like some examples of accounting structures and hierarchy see sections: Your Accounting System Features and Account Structure and Hierarchy at the end of this chapter.
7 • Standard Accounting Before Using the Setup Procedures 1. If your system has a supervisor password set up, you must enter that password before you can enter the account setup mode. NOTE: Passwords are case-sensitive. 2. If you have not set up any accounts yet, as soon as you press the Accounts key on the control center, the system prompts you for the supervisor password. As soon as you enter the password, the system displays the “Set Up Accounts” screen. 3.
DM500™ and DM550™ Series Digital Mailing System Operating Guide least four characters. (You need to enable password protection before you can protect an individual account. Refer to Turning Accounting Password Protection On or Off in this chapter. 7. When you are done, press the Enter key to save the account information. Creating a New Subaccount or Subsubaccount 1. 2. 3. 4. Press the Accounts key. Press the right arrow key to enter the “Set Up Accounts” screen. Select Create Account/Sub.
7 • Standard Accounting 3 Editing Accounts You can change the name of an account, make the account inactive (or active), add a password or change an existing one, and clear (reset) all data from the account. Press the Accounts key. Press the right arrow key to enter the “Set Up Account” screen. Select Edit Account. The names of your top level accounts appear. Select the account you want to edit. 5. Select the appropriate option: a. Edit Account Name - Select this to change the name of your account.
DM500™ and DM550™ Series Digital Mailing System Operating Guide 5 Turning Standard Accounting On or Off To turn the standard accounting package provided with your system on or off: 1. 2. 3. 4. Press the Accounts key. Press the right arrow key to enter the “Set Up Accounts” screen. Scroll down and select Accounting. To turn on the system’s standard accounting, select Standard. To disable or turn off standard accounting, select Off.
7 • Standard Accounting 8 Resetting (Clearing) all Accounts When you reset or clear your accounts, you completely remove all of the data in all of your accounts. Once you clear the data, you cannot retrieve it. To keep a record of your data, be sure and print a Multi-Account Summary Report. Refer to Chapter 8, Reports for more information on reports. To reset or clear all of your accounts: 1. 2. 3. 4. Press the Accounts key. Press the right arrow key to enter the “Set Up Accounts” screen.
DM500™ and DM550™ Series Digital Mailing System Operating Guide 10 Transferring Funds To transfer funds: 1. Press the Accounts key. 2. Press the right arrow key to enter the “Set Up Accounts” screen. 3. Select Transfer Funds. The system displays a list of your chargeable accounts. You can transfer funds used and piece count among accounts, subaccounts and subsubaccounts only if they are working accounts (the lowest, or sole link in the account chain).
7 • Standard Accounting Selecting an Accounting Type To select and accounting type, or to disable the accounting feature on your mailing system, follow the procedure here. 1. Press the Accounts key. 2. Press the right arrow key to enter the “Set up Account” screen. 3. Press the down arrow key to scroll down and select Accounting. NOTE: The type of accounting currently set for your system is displayed next to the Accounting selection.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Your Accounting System Features You can configure your mailing system to track and account for postage used by departments or individuals within your organization. Your system stores the following information for each account. • • • • • Account name (alphanumeric) — 32 characters for top level accounts — 16 characters for subaccounts — 16 characters for subsubaccounts Account ID number Item total.
7 • Standard Accounting Account Structure and Hierarchy You can structure your accounts in single or multiple levels. For example, you can divide a top level department (account) into two or more major sections or subaccounts. You can further divide these subaccounts into two or more sections or subsubaccounts. The following examples demonstrate some of the ways in which you can structure your accounts. • When you create a top level account, you can charge funds and pieces to that account.
DM500™ and DM550™ Series Digital Mailing System Operating Guide structure. Piece count totals and funds used are transferred among accounts, subaccounts and subsubaccounts when they are chargeable accounts. When you use an account to print postage, you are using the chargeable account in a link of accounts (e.g., Engineering/Industrial Design/Graphics and Layout) to draw from the meter’s postage funds obtained through Postage By Phone®.
7 • Standard Accounting 7-14 SV61436 Rev.
8 • Reports Introduction .......................................................................................... 8-2 Viewing a Report .................................................................................. 8-2 Printing a Report .................................................................................. 8-2 Report Print Queue .............................................................................. 8-3 Single Account Report ..........................................................
8 • Reports Introduction Creating a report is quick and easy on your mailing system. With the capability to print out reports on roll tape or envelopes using the internal mailing system printer, you can easily keep an accurate record of all your mailing activities. NOTE: The accounting reports described in this chapter are for the standard accounting package provided with your DM Series™ Digital Mailing System.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Report Print 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.
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.
DM500™ and DM550™ 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.
DM500™ and DM550™ 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.
DM500™ and DM550™ 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: • • • • • • • • • • • • SV61436 Rev. D 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.
DM500™ and DM550™ 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.
DM500™ and DM550™ 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 8-14 SV61436 Rev.
9 • Maintaining and Updating Contents Items to Keep On Hand ........................................................................9-2 Cleaning the Exterior ............................................................................9-2 Tape Maintenance ................................................................................9-2 E-Z Seal® Sealing Solution Maintenance ............................................9-4 Moistener 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.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Tape is still on roll 1. When you see the red stripe on the tape, go to the Tape Maintenance screen: a. Press the Menu key. b. Select Maintenance. c. Select Load Tape. d. Select Unload Tape. 2. If your DM Series™ Digital Mailing System does not have the optional WOW® module, open the feed cover and remove the tape roll. If your DM Series™ Digital Mailing System has the optional Weigh-On-The-Way® (WOW®) module, open the WOW® cover.
9 • Maintaining and Updating 3. Drop the new tape in so that it feeds from the bottom of the roll to the right. The protective backing on the tape should be facing down. Pull about 10 inches of tape from the end of the roll up toward the cover and then loop it down into the slot. CAUTION: Do not load a tape strip that has any pink or black stripes showing. This will cause the last piece of tape to jam in the machine which and you will need to place a service call. 4.
DM500™ and DM550™ Series Digital Mailing System Operating Guide 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. CAUTION: Do not overfill the E-Z Seal® bottle. CAUTION: Make sure you do not spill any solution in the tape well. If the tape gets wet, it can warp and cause a jam. 4. Replace and tighten the cap and replace the bottle. The nozzle should be facing down and the flat side of the bottle facing the front of the system. 5.
9 • Maintaining and Updating Cleaning or Replacing the Moistener Brush 1. Lift the feed cover. 2. Push down on the moistener brush button. 3. Grasp the moistener brush assembly and pull it straight out towards you. Moistener brush button Moistener brush assembly 4. Clean the moistening brush by running the brush under warm water. 5. If you need to clean or replace the wick, go to Cleaning or Replacing the Wick procedure below. Otherwise go to step 6. 6.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Cleaning or Replacing the Wick 1. Open the feed cover and lift the E-Z Seal® bottle out of its holder. 2. Remove the Moistener Brush Assembly as described above in Cleaning or Replacing the Moistener Brush procedure. 3. Place your finger in the moistener tank round guide and pull straight out towards you. Moistener tank round guide 4. Gently lift the moistener tank up and out.
9 • Maintaining and Updating 5. Remove the wick, using the metal shield to gently pry it out of the moistener tank. Metal shield 6. Drain the moistener tank over the front of the machine into a receptacle as shown here. 7. To clean the moistener tank, remove the E-Z Seal® Sealing Solution supply tube and wipe out the tank with E-Z Seal® solution. Clean the wick by holding it under running water. 8. Push the supply tube back onto the moistener tank nozzle.
DM500™ and DM550™ Series Digital Mailing System Operating Guide 9. After cleaning the wick and tank, place the shield on the wick, making sure that there is no gap between the shield and the surface of the wick. 10. Place the shield and wick assembly in the moistener tank and push down on the shield to push the assembly into the tank. 11. Replace the moistener tank and gently slide it back into the machine, taking care not to crimp the supply tubing.
9 • Maintaining and Updating 12. Replace the E-Z Seal® Sealing Solution bottle. Gently tap the top of the solution bottle.Wait for about 5 minutes and then check to make sure the moistener tank is filled with the correct amount of E-Z Seal® solution. Measure the amount of solution as shown in the diagram on the right. The solution level should be: 14-18mm(0.55-0.71 in.) If after another 5 minutes the level is still not correct, go to step 13. Otherwise go to step 14. Solution level 13.
DM500™ and DM550™ Series Digital Mailing System Operating Guide c. If the tank is still not filled to the correct level, remove the moistener tank and drain it over the front of the machine, then replace the tank and check the level again after 5 minutes. 14. Once you verify that the moistener tank is filled to the correct level with E-Z Seal® Solution, gently push the tank all the way back to its original position.
9 • Maintaining and Updating Printing a Test Pattern You can print a test pattern to check the quality of the meter imprint without spending any of your postage funds. To print a test pattern: 1. 2. 3. 4. From the IntelliLink® Control Center, press the Menu key. Select Maintenance. Select Print Test Pattern. The “Print Test Pattern” screen appears and prompts you to “Press Tape or print an envelope”. 5. Load an envelope on the feed deck and press Start, or press Tape to print on a tape. 6.
DM500™ and DM550™ Series 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. Insert the new cartridge with the grooved side facing you. 5. Close the ink cartridge lid and push down until it locks into place. 6. Close the main cover. 7. Print a test pattern to verify that you have installed the ink cartridge correctly (see Printing a Test Pattern in this chapter). 9 - 14 SV61436 Rev.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Changing the Printhead If you have cleaned the printer nozzle and changed the print cartridge and the meter stamp is still not satisfactory, replace the printhead. CAUTION: Do NOT attempt to clean the printhead. Instructions for replacing the printhead are included with each replacement and are repeated here for your convenience. 1. Press the Menu key. 2. Select Maintenance. 3. Select Replace Printhead.
9 • Maintaining and Updating 7. While continuing to press the printhead tab to the left, pull the assembly forward as shown here. This exposes the printhead cover. Printhead cover 8. Grasp the printhead cover and pull as shown here. 9. Locate the stand-off on top of the printhead shown here. Printhead stand-off 9 - 16 SV61436 Rev.
DM500™ and DM550™ Series Digital Mailing System Operating Guide 10. Grasp the printhead stand-off and lift the printhead up and out. 11. Discard the old printhead. 12. Locate the new printhead. Remove the orange packing tab from the new printhead as shown here. 13. Install the new printhead in the printhead slot. 14. Close the printhead cover and push the prinhead tab back into place. 15. Close the main cover; the “Initializing Printhead” screen appears 16.
9 • Maintaining and Updating Changing the Wiper Blade Assembly When you change the printhead, you must also replace the wiper blade assembly. Instructions for replacing the wiper blade assembly are included with each replacement and are repeated here for your convenience. 1. From the IntelliLink® Control Center, press the Menu key. 2. Select Maintenance. 3. Select Replace Wiper Blade Assembly. The “Preparing Wiper Blade” screen appears.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Performing Updates or Adding Features Your IntelliLink® Control Center can remotely turn on features or download graphic files to print on envelopes. To activate a new feature, feature upgrade, or to download an envelope advertisement or inscription, you will be instructed by a Pitney Bowes representative to connect to the IntelliLink® infrastructure. NOTE: You must first purchase a new feature and graphic before downloading it remotely.
9 • Maintaining and Updating 9 - 20 SV61436 Rev.
10 • Troubleshooting How to Troubleshoot your Mailing System ......................................... 10-2 Ink Waste Full Tray Warning .............................................................. 10-2 Envelope Sealing Problems ............................................................... 10-3 Envelope Feeding Problems .............................................................. 10-4 Tape Feeding Problems ..................................................................... 10-8 Printing 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. Ink Waste Full Tray 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.
DM500™ and DM550™Series Digital Mailing System Operating Guide 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 9 of this guide. Moistener brush is dirty or worn. Replace or clean the moistener brush.
10 • Troubleshooting Envelope Feeding Problems Description Possible Causes Solution More than one envelope is feeding Too many envelopes are on the feed deck; envelopes are not stacked properly on the feed deck. Remove some of the envelope and test with a smaller stack. Slant the envelopes slightly to the left (shingled). Envelopes shingled to the left Feeder adjustment setting is incorrect. OR Envelopes are too thick or thin for the feeder adjustment setting.
DM500™ and DM550™Series Digital Mailing System Operating Guide Envelope Feeding Problems Description Possible Causes Solution Envelope(s) getting jammed Trying to feed presealed envelopes with the seal mode set to Sealer On. Press the Seal key from the control center and select Sealer off. You are using envelopes that have dimensions that are outside the acceptable range. Refer to the Specifications section in this guide for the acceptable envelope dimensions. To clear a jam in the feed deck: 1.
10 • Troubleshooting Envelope Feeding Problems Description Possible Causes Solution Envelope(s) getting jammed (continued) You are using envelopes that have dimensions that are outside the acceptable range. (continued) To clear a jam in the WOW® deck: 1. Lift the WOW® cover. 2. Pull the WOW® transport jam release lever to the left. 3. Remove the envelope. 4. Depending on how badly the envelope is damaged, you may need to replace it. 5.
DM500™ and DM550™Series Digital Mailing System Operating Guide Envelope Feeding Problems Description Possible Causes Solution Envelope(s) getting jammed (continued) You are using envelopes that have dimensions that are outside the acceptable range. (continued) To clear a jam from the transport deck: 1. Pull out on the transport release knob. 2. Remove the envelope. 3. If the jam occurred before the system applied postage to the envelope, the system will now print the postage on a tape. 4.
10 • Troubleshooting Tape Feeding Problems Description Possible Causes Solution Tape jamming in the feeder Adhesive is left on the leading edge of the new tap roll, or the leading edge of the tape is rolled or folded under the tape roller. 1. Lift the feed cover. 2. Select Unload Tape from the screen. The system backs the tape out of the tape slot. NOTE: If the system fails to back the tape out of the slot, gently pull the tape out of the slot. 3.
DM500™ and DM550™Series Digital Mailing System Operating Guide Printing Problems Description Possible Causes Solution Meter imprint is out of alignment Envelope is skewing on the feed deck. Adjust the thickness adjustment knob to correspond to the envelope thickness. For thicker pieces of mail (3/8” to 5/8”), or mail containing several inserts, use the thick mail setting. For mail containing only single inserts, or for postcards, use the normal mail setting.
10 • Troubleshooting 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.
DM500™ and DM550™Series Digital Mailing System Operating Guide Weighing Problems Description Possible Causes Solution Weight on internal scale is erratic Possible interference. Remove everything from the scale and turn off the power. Rezero the scale. To rezero the scale, press the Menu key, then select Zero Scale. Make sure when you place mail on the scale you center it and check to make sure that it is not touching another surface.
10 • Troubleshooting Weighing Problems Description Possible Causes Solution Weights on external scale are erratic or the scale does not return to zero (continued) For MP Series External Weighing Platform scales: The scale top cover my not be seated properly on the scale (continued) 4. If you do not have a flathead screw driver, lift the corner and adjust the leg(s) until the bubble is centered in the circle. 5. Replace the top cover and test the scale. To test the scale: 1.
11 • Supplies and Options Contents Ordering Supplies............................................................................... 11-2 Ordering a Pitney Bowes Supply Catalog .......................................... 11-2 Moistener Kits..................................................................................... 11-2 Printhead and Wiper Blade Replacments........................................... 11-2 USPS® Confirmation Services Labels ...............................................
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.
12 • Specifications Contents Dimensions and Weight.................................................. 12-2 Electrical and Operating Conditions ............................... 12-2 Capacities and Features................................................. 12-3 Accounting Features ...................................................... 12-4 Mailing Materials ............................................................ 12-4 SV61436 Rev.
12 • Specifications Specifications Dimensions and Weight Dimensions and Weigh: DM500™ Size (in) w/o Stacker DM550™ 35L x 15H x 19W Size (mm) w/o Stacker 889L x 381H x 483W Weight (lbs) 64 66 Weight (kgs) 29 30 Size (in) with Optional WOW® 20L x 9.75H x 19.5W Weight (lbs) with Optional WOW® 33.5 Weight (kgs) with Optional WOW® 15.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Capacities and Features DM500™ Feeder Type Feeder Deck Capacity Automatic with deskew 4 inches (102 mm) for a stack of mail Side Guide Storage Fluid in Storage Tank DM550™ Yes Enough to seal approximately 3000 pieces of mail Throughput Speed #10 Envelopes/min(1) Up to 135 Up to 160 Throughput Speed #10 Envelopes/ min in WOW® mode (with Optional WOW® module(1)) Up to 40 Up to 50 Throughput Speed Tape/min for longest meter stamp Sea
12 • Specifications Accounting Features Standard Accounting 100 standard, or optional Optional Budget Manager Up to 3000 accounts Up to 50 operators 1-32 custom carriers 1-50 custom class/fee 1-15 custom reports 10,000 to 15,000 tranactions Mailing Materials Envelope Dimensions (refer to the envelope measurement figure on next page) Minimum 3 in. x 5 in. (76.2 mm x 127 mm) postcard size. Maximum 10 in. x 13 in. (254 mm x 330 mm) in landscape orientation.
DM500™ and DM550™ Series Digital Mailing System Operating Guide 13 in. (330 mm) 3 in. (76.2mm) Maximum 10 in. (254 mm) 1 in. (25.4 mm) 3.0 in. (76 mm) SV61436 Rev.
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A • Glossary Glossary SV61436 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.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Delivery Confirmation Delivery Confirmation is a service offered by the United States Postal Service® that allows you to verify the date and time of delivery of your mail or, if the delivery was unsuccessful, the date and time of the delivery attempt. The service is currently available for Priority Mail and Package Services, which includes Parcel Select, Parcel Post, Bound Printed Matter, Special Standard Mail and Library Mail.
A • Glossary Lock Code A code that locks the mailing system with a four digit password preventing unauthorized use of your meter. Low Funds Warning You may set your machine to warn you when your funds go below a specified amount. Menu Key Press to view the main settings and options available. Meter See Postal Security Device. Meter Imprint (or Meter Stamp) Postage stamp printed directly on a piece of mail or tape using a meter device in place of traditional glue or adhesive affixed stamps.
DM500™ and DM550™ Series Digital Mailing System Operating Guide Return Receipts A return receipt for Certified Mail serves as a legal document proving the date and time when the recipient took possession of the piece of mail. You fill out a return receipt postcard and the Postal Service sends the green return receipt postcard back to you, the sender. Restricted Delivery Restricted Delivery for Certified Mail requires your USPS carrier to deliver only to the person you specified.
A • Glossary ZIP+4 Code A-6 A 9-digit numeric code incorporating the original 5-digit ZIP Code, a hyphen, and 4 additional digits. The first 5 digits identify the delivery office. The 4-digit add-on identifies specific delivery segments. SV61436 Rev.
Index A AC adapter connector location 2-13, 6-5 Accessories description 2-3 ordering 2-3, 11-2 Accounting set up mode 7-2 turning off accounting 7-10 Accounts accessing features 7-2 adding subaccounts to 7-4 changing name 7-4, 7-6 changing number 7-4 changing password 7-4 changing status 7-6 checking Postage By Phone balance 6-6 clearing account information 7-8 deselecting 4-16 enabling/disabling 7-7 selecting a period 7-6 selecting an account to print postage 4-16 by name 4-17 by speed code 4-17 selecting
Index description and location 2-10 Envelopes acceptable dimensions 12-4 Error report 8-10 E-Z Seal ordering 11-2 E-Z Seal bottle description 2-8 location 2-8 E-Z Seal® adding more solution 9-4 checking the level in the moistener tank 9-10 F Features adding new features 9-19 Feed cover 2-5 WOW 2-5 Feed deck optional WOW™ location 2-9 Funds setting the high value warning 5-19 setting the low value warning 5-19 tranferring account funds 7-9 Funds key adding postage 6-7 check Postage By Phone 6-6 checking avai
Index on the main screen 2-12 Meter, see Postage meter Mode key description and location 2-10 using to select postage mode 4-10 when running mail 3-3 Modem setting up 5-16 Moistener brush assembly cleaning/replacing the brush 9-6 cleaning/replacing the wick 9-7 Moistener kit ordering 11-2 N Navigating hints running mail 4-2 setting up accounts 7-2 setting up the mailing system 5-2 Normal preset key description and location 2-10 how to set up 5-22 Normal preset timeout 5-21 O Off-line Electronic Return Recei
Index error 8-10 funds 8-8 installed or pending rates 8-13 job 8-11 last 5 refills 8-6 last rates downloaded 8-13 multi-account summary 8-4 single account 8-3 system setup 8-9 USPS confirmation services 8-7 Reports key description and location 2-10 S Safety requirements 1-3 Scales optional integrated platform 2-5 password protecting setup 5-6 procedures for setting up 5-7 setting up ZIP code prompt 5-10 setting up Zone prompt 5-10 weighing problems 10-11 Screen keys description 2-10 Seal key when running ma
1 Elmcroft Road Stamford, Connecticut 06926-0700 www.pb.com For Service or Supplies PB Form SV61436 Rev. D 3/09 ©2009 Pitney Bowes Inc.
