Pitney Bowes DM300 manual

Operating Guide Digital Mailing System Models DM225 and DM300[...]

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i Contents ABOUT THIS GUIDE These instructions assume that your Digital Mailing System has already been installed by yourself, using the Quick Install Guide supplied. Used after initial installation, this Guide will act as a ‘refresher ’ and provide additional information on operating techniques. Later , it will act as a reference when you wish[...]

ii Contents 3. CONFIGURING YOUR SYSTEM Shows you how to setup the system to suit your own mailing operation… The Options Key … … … … … … … … … … … … … … … … … … … … … … … 3-1 Navigating the Menus … … … … … … … … … … … … … … … … … … … … … 3-1 The Menu Structure[...]

iii Contents Accounting Setup … … … … … … … … … … … … … … … … … … … 3-19 Enable/Disable Account … … … … … … … … … … … … … … … 3-20 Create Account … … … … … … … … … … … … … … … … … … 3-21 Delete Account … … … … … … … … … … … [...]

iv Contents 6. PROBLEMS? T ells you what to do if things go wrong… Getting Help … … … … … … … … … … … … … … … … … … … … … … … … 6-1 Power Problems … … … … … … … … … … … … … … … … … … … … … … … 6-2 Envelope Feeding Problems … … … … … … … …[...]

1-1 Introduction 1. INTRODUCTION About your new system Y our new DM225/DM300 is a full-featured, programmable postage system that lets you tailor its operation to your own unique requirements. Y our system comprises of a Postage Meter , which holds your postage and accounting information and a Mailing Machine which transports and prints your envelo[...]

1-2 Introduction Safety and Compliance Mains Connection In most countries your system is supplied with a moulded mains lead and plug. In other countries, or if the supplied lead is not used, the following information applies: 1. An approved mains lead for the country concerned must be used. 2. As the colours of the wires in the mains lead of this e[...]

1-3 Introduction General T o comply with health and safety standards, operators must observe all local standard safety precautions relating to the operation of office equipment. In particular DO NOT remove covers from the machine. Keep fingers, long hair , jewellery and loose clothing away from moving parts at all times. In order to comply with Pos[...]

1-4 Introduction 1 2 3 4 5 13 12 11 10 6 7 8 9 Machine Identification[...]

1-5 Introduction 1. Postage Meter Stores and controls your postage. Y ou can remove the Postage Meter from the Mailing Machine if you need to. 2. Card Slot This slot accepts ‘smartcards’ which can contain new or updated T own Circle and/or Ad (slogan) information. 3. Stacker Finished mailpieces are neatly stacked here. 4. Front Access Open to a[...]

1-6 Introduction 1. LED Lights green when your meter is on. T urns orange when your meter is in sleep mode. 2. Operator Display Shows the current status of your meter . It normally shows the settings you use most often. Y ou can display the postage used and postage available as well as your current ad and date selections. The display also prompts y[...]

1-7 Introduction 4. Normal Preset Press to return to the meter settings you use most often. 5. Custom Presets Press to select from a list of up to 10 custom meter settings. Each preset can include a name, a postage value, an ad, and an account number . 6. Date/Ad/Insc. Press to change the date or choose the ad you want to print. 7. Account Press to[...]

1-8 Introduction 1 1. Phone Socket Plug an analogue telephone line into this socket. This allows you to add postage automatically using the one-button refill facility (see Chapter 4). 2. Rear Cover Open this cover to replace the Ink Cartridge (see Chapter 5). 3. Communications This is used to connect your system to an external device Port like a Pi[...]

2-1 Operation 2. OPERA TION About this Chapter This chapter explains how to perform the functions you’ll use most often. It assumes you’ve installed the equipment correctly and set it up the way you want. If you haven’t yet set up your system, or you’d like to change one or more setup options, follow the instructions in Chapter 3. Operating[...]

2-2 Operation Sleep Mode Y our DM225/DM300 is ENERGY ST AR ® Compliant. It automatically enters a low power (“sleep”) mode after 10 minutes of inactivity . This saves energy costs and helps preserve the environment. When the system enters the sleep mode, the display goes blank and the LED switches from green to orange. Press any key to wake th[...]

2-3 Operation Checking/Setting the Date The Ready Screen will show the date that is set to print on your mail (today’s date). If you wish, you can advance the date: Advancing the Date 1. Press the Date/Ad/Insc key . 2. Press 1 (Date). 3. Press 1 (Advance Date). 4. Press the Date/Ad/Insc key to advance the date one day at a time or key in the numb[...]

2-4 Operation Selecting an Account If you’re using the meter ’s accounting feature, you will have to select an account before you can print postage. The meter prompts “No Account Selected” as shown in the example: If you know the number of the Account you want… Simply key in the Account number , then press the Account key . or , if you do[...]

2-5 Operation A short-cut to enter whole pound values is to enter the value in pounds followed by the decimal point. For example, £1 1.00 can be entered: NOTE: If ‘High V alue’ displays, you have entered a large postage value. The meter checks if you want to continue. Press yes to accept the value. T o change the postage value you keyed in, pr[...]

2-6 Operation Printing Postage T o print an envelope without sealing... 1. Hold the envelope by its bottom edge. 2. Place the envelope ADDRESS SIDE UP on the feed deck. 3. Push the envelope to the rear ( A ) so its top edge is up against the Mailing Machine’s back wall. 4. Slide the envelope to the right ( B ) until the machine draws it in. The e[...]

2-7 Operation Printing T apes Use tapes to apply postage to larger envelopes or parcels. On the DM225, individual tape sheets can be printed in the same way as envelopes. On the DM300, you can print tape strips one at a time or in batches of up to 25: Printing one tape on the DM300... 1. Enter the postage value you want. 2. Press the T ape key . 3.[...]

2-8 Operation Register Report Account Report Account No: 1 PB370000 14.09.00 Account Name: A Name 1:30 Pieces: 3 Postage: £0.81 Account/Batch T otals Viewing the T otals 1. Press the Acct/Batch T otals key . 2. If you don’t use your meter ’s accounting feature, the display shows the total postage used and the total number of pieces processed. [...]

2-9 Operation Clearing the Account/Batch T o clear the accumulated postage value and piece count information from the batch register or currently selected account: 1. Press the Acct/Batch T otals key , and while holding it down, press Clear ( CE/C ). 2. The account or batch value and piece registers return to zero. CAUTION: Make sure you really wan[...]

2-10 Operation[...]

3-1 Configuration 3. CONFIGURING YOUR SYSTEM The Options Key The Options key is the gateway to all your meter ’s setup options. When you press Options , you’ll have access to the menu selections shown on the next page. Using these options, you can easily customize your meter to satisfy the unique requirements of your business. Navigating the Me[...]

3-2 Configuration Postage Mode (page 3-4) Seal Only (page 3-4) Ink Functions (page 3-4) Reports (page 3-6) Setup Menu (page 3-9) Maintenance (page 3-4) Print T est (page 3-5) Fill Ink Reservoir (page 3-5) Basic Settings (page 3-9) Time of Day (page 3-15) Presets–normal/custom (page 3-16) Accounting Setup (page 3-19) Meter Graphics (page 3-24) Adv[...]

3-3 Configuration Display Contrast (page 3-9) Low Funds W arning (page 3-10) High V alue W arning (page 3-10) Refill Setup (page 3-10) Print Position (page 3-14) Lock Code (page 3-14) Supervisor Password (page 3-15) Default Refill Amount (page 3-1 1) Refill Mode (page 3-1 1) Dialling Prefix (page 3-12) PB Phone Number (page 3-12) PB Account Number [...]

3-4 Configuration Maintenance (Purging the Print Head) What is it? If you notice missing lines in the meter stamp, perform printer maintenance. Printing an incomplete stamp may waste postage. Where is it? In the Ink Functions Menu. Select: Options > Ink Functions > Maintenance. Action… Press yes (Enter) to perform maintenance; press no (Opt[...]

3-5 Configuration Good test print – acceptable Incomplete test print – unacceptable Print T est What is it? This function prints a test pattern for you to check for blocked nozzles on the ink jet printing head. Where is it? In the Ink Functions Menu. Select: Options > Ink Functions > Print T est. Action… Press yes (Enter) to do a test o[...]

3-6 Configuration Reports What is it? Select this menu when you’d like to print a record of certain information. Where is it? In the Options Menu. Select: Options > Reports. Action… Y ou’ll see the following menu choices available: Meter Setup Report Refill Summary Account Reports Configuration Report Error Report Key in the number of the [...]

3-7 Configuration Account Reports What is it? Select this to bring up a sub-menu of accounting reports available. Where is it? In the Reports Menu. Select: Options > Reports > Account Reports. Action… Allows you to select one of the following options: Detailed Report Summary Action… Place an envelope on the feed deck and guide it to the r[...]

3-8 Configuration Accounts Summary Acct Pieces Postage PB370000 1 12345678 £123456789 14.09.00 2 12345678 £123456789 1:30 3 12345678 £123456789 4 12345678 £123456789 Page 1 of n Summary Report What is it? A summary report of your accounting information. Where is it? In the Account Reports Menu. Select: Options > Reports > Account Reports [...]

3-9 Configuration Setup Menu What is it? Select this to bring up a sub-menu of setup options available. Where is it? In the Options Menu. Select: Options > Setup Menu. Action… Allows you to select one of the following options: Basic Settings T ime of Day Presets – normal/custom Accounting Setup Meter Graphics Advanced Functions Basic Setting[...]

3-10 Configuration Low Funds Warning What is it? The meter tells you when the postage remaining reaches a certain level. This amount is set at the factory to £10.00. If you wish, you can change the value using this function. Where is it? In the Basic Settings Menu. Select: Options > Setup Menu > Basic Settings > Low Funds W arning Action?[...]

3-11 Configuration Default Refill Amount What is it? When you press the Refill key , the meter display automatically shows a suggested refill amount. This value is factory set at £200.00. Y ou can change it to your own usual refill amount (the “default” value) using this function. Where is it? In the Refill Setup Menu. Select: Options > Set[...]

3-12 Configuration Dialling Prefix What is it? Some phone systems require you to dial a prefix number (like 9) to get an outside line. Some systems also require a pause between the prefix and the phone number you’re dialling. This function allows you to set these parameters. Where is it? In the Refill Setup Menu. Select: Options > Setup Menu &[...]

3-13 Configuration PB Account Number What is it? This function sets your Postage by Phone account number which is necessary to be able to refill your meter with postage funds. Y our Postage by Phone account number is the 8 digit number supplied in your Information Pack. DO NOT confuse this account number with your general Pitney Bowes account for p[...]

3-14 Configuration Lock Code What is it? This option allows you to set or change the meter ’s Lock Code. The Lock Code prevents unauthorised use of your meter by requiring a four-digit code (password) to unlock the meter . Where is it? In the Basic Settings Menu. Select: Options > Setup Menu > Basic Settings > Lock Code Action… If a lo[...]

3-15 Configuration Time of Day What is it? Select this to bring up a sub-menu of settings which relate to the meter ’s internal clock. Where is it? In the Setup Menu. Select: Options > Setup Menu > T ime of Day Action… Allows you to select one of the following options: British Summer T ime Meter Clock T ime Supervisor Password What is it?[...]

3-16 Configuration Meter Clock Time What is it? This function lets you adjust the meter ’s clock if it is showing the incorrect time. Where is it? In the T ime of Day Menu. Select: Options > Setup Menu > T ime of Day > Meter Clock T ime Action… Key in the correct time in 24 hour format. Press Enter . The display shows the time set and [...]

3-17 Configuration Edit Normal Preset What is it? The Normal Preset key on the control panel lets you select the meter settings you use most often at the push of a button. Use this option to assign meter settings (postage value and ad) to this key . Where is it? In the Presets–normal/custom Menu. Select Options > Setup Menu > Presets–norm[...]

3-18 Configuration Edit Custom Preset What is it? The Custom Presets key on the control panel lets you select from a list of presets of the meter settings you use most often. Use this option to assign meter settings (postage value, ad and account) to a custom preset. Where is it? In the Presets–normal/custom Menu. Select Options > Setup Menu &[...]

3-19 Configuration Accounting Setup What is it? Select this to bring up a sub-menu of options which enable you to administer the accounting functions in your meter . Y ou can set your meter up to track postage costs incurred by individuals or departments in your organisation (e.g., engineering, marketing, human resources). Y our meter stores the fo[...]

3-20 Configuration Enable/Disable Account What is it? This function allows you to turn all the accounting functions within your meter on or off. Where is it? In the Accounting Setup Menu. Select Options > Setup Menu > Accounting Setup > Enable/Disable Account Action… If a Supervisor Password has been set, you must enter this before you c[...]

3-21 Configuration Create Account What is it? This function enables you to create a new account. Where is it? In the Accounting Setup Menu. Select Options > Setup Menu > Accounting Setup > Create Account Action… If a Supervisor Password has been set, you must enter this before you can gain access to the Accounting Setup Menu. Key in the [...]

3-22 Configuration Delete an Account What is it? This function enables you to delete (erase) an existing account. Use this function with caution – if you delete an account, the account and all its contents are lost. Where is it? In the Accounting Setup Menu. Select Options > Setup Menu > Accounting Setup > Delete Account Action… If a S[...]

3-23 Configuration Clear All Accounts What is it? Use this function when you wish to clear the contents of all your accounts but leave the accounts themselves intact. Where is it? In the Accounting Setup Menu. Select Options > Setup Menu > Accounting Setup > Clear All Accounts Action… If a Supervisor Password has been set, you must enter[...]

3-24 Configuration Enable Clear Individual Accounts What is it? When this feature is on you can clear all the information stored for a particular individual account. Where is it? In the Accounting Setup Menu. Select Options > Setup Menu > Accounting Setup > Enable Clear Indv Acct Action… If a Supervisor Password has been set, you must en[...]

3-25 Configuration New Ad What is it? Pitney Bowes offers a wide variety of standard and customised meter ads that can help turn your mailpiece into a powerful promotional tool. Y our meter holds up to 10 ads in total. There are 5 internal ‘standard’ ads and a maximum of 5 ‘custom’ ads which can be made to your own requirements. The two kin[...]

3-26 Configuration Advanced Functions What is it? Select this to bring up a sub-menu of ‘special’ functions. Where is it? In the Setup Menu. Select Options > Setup Menu > Advanced Functions Action… Allows you to select one of the following options: Enable Features Scale/Printer Cfg Replace Print Head T ape Calibration New T own Circle W[...]

3-27 Configuration Scale/Printer Cfg What is it? This function allows you to tell your system whether an external printer is attached or not. Where is it? In the Advanced Functions Menu. Select Options > Setup Menu > Advanced Functions > Scale/Printer Cfg Action… Select 1 if you don’t have a printer . Select 2 if you have a printer dir[...]

3-28 Configuration T ape Calibration What is it? This menu option is available on the DM300 only . It allows the machine to be set for the tape strip length being used. In the U.K. this option should be left in its factory supplied condition or the condition set by a Pitney Bowes service engineer . Where is it? In the Advanced Functions Menu. Selec[...]

4-1 Refill 4. ADDING POST AGE About the Postage by Phone System The Pitney Bowes Postage by Phone System allows you to obtain postage funds for your Pitney Bowes Postage Meter without leaving your office – all you need is a telephone line. How does the system operate? The system consists of a central computer situated in our Data Centre at Harlow[...]

4-2 Refill Connecting to a T elephone Line Check first that you have an analogue phone line. Virtually all phone lines in the UK can be used. The line is OK if… • It is a normal residential line. • The telephone line is connected to your facsimile machine. • Y ou hear a change in tone pitch when buttons are pressed. • There is a label or [...]

4-3 Refill 3. Connect the phone line to the socket (A) on the back of the meter . 4. Connect the AC adapter cord to the meter (B) . Plug the adapter into a suitable wall power outlet. W ARNING! Only use the AC adapter supplied by Pitney Bowes. Other adapters could damage your meter . A B Checking your Postage by Phone Account Balance IMPORT ANT! Y [...]

4-4 Refill Performing an Auto-Refill 1. Press Refill . 2. The meter displays the normal refill amount. Y ou can press Enter to accept the normal refill amount; or key in the value you want and press Enter . The refill amount can be up to £9,950.00 and must be in £50 increments. 3. Make sure the phone line is connected (see page 4-2) and press Ent[...]

4-5 Refill Performing a Contingency Refill IMPORT ANT! Make sure your meter is set up to perform a Contingency Refill before you follow the instructions below . See page 3-1 1, Selecting the Refill Mode. 1. Press Refill . 2. The meter displays the normal refill amount. Y ou can press Enter to accept the normal refill amount; or key in the value you[...]

4-6 Refill Refitting the Postage Meter If you removed the Postage Meter to carry out a refill, refit it to the Mailing Base in the following way: 1. Push back on the meter release lever so that the bottom of the lever points to the Remove position . 2. Slide the Postage Meter into its slot making sure it is correctly seated. 3. Turn the meter relea[...]

5-1 Maintenance Filling the Moistener The moistener unit is only fitted to the DM300 system. 1. Check the moistener tank to see how much sealing solution is left. 2. Add enough E-Z Seal ® to bring the sealant level up to the top of the moistener tank. We recommend E-Z Seal because it helps keep your moistener clean and improves sealing efficiency [...]

5-2 Maintenance Maintaining the Moistener (continued) Removing and Cleaning the Brush 1. Lift the brush holder up. 2. Slide the brush out towards the front of the moistener tank. 3. Clean the brush in a mild soap solution. Rinse thoroughly in plain water . Reinstalling the Brush 1. Position the brush as shown in the top illustration so the brush’[...]

5-3 Maintenance Reinstalling the Moistener 1. Line up the yellow tab with the yellow slot. 2. Slide the moistener tank into position on the Mailing Machine until the release lever snaps into position. 3. Resume operation. Loading the T ape Strip Feeder The tape strip feeder is only fitted to the DM300 system. T o load the tape feeder: 1. Remove any[...]

5-4 Maintenance Replacing the Ink Cartridge Y our actual ink usage will vary , depending on whether you routinely print ads, how many mailpieces you print a day and other factors. The meter display tells you when the ink supply is low or exhausted: “Low Ink” Replace the ink cartridge soon. Y ou can print about another 300 meter impressions or l[...]

6-1 Problems? 6. PROBLEMS? Getting Help There may be times when you need help to solve a problem, or you may want more information about how your Postage Meter and Mailing Machine work. Pitney Bowes provides several information resources. This Guide Please read the troubleshooting information in this chapter . In many cases, it should help you reso[...]

6-2 Problems? Power Problems No display on Postage Meter; meter won’t run • Is the power cord plugged into both the Mailing Machine and wall outlet? Make sure the power cord is not connected to a switched wall outlet which has been turned off. • Check the power lamps on the Mailing Machine and the Postage Meter . Both should be on. • If the[...]

6-3 Problems? T ape Feeding Problems Improper Loading (DM300 only) Load tape strips print side up and guide them all the way into the feeder—push them in as far as they’ll go. HINT : Always remove remaining tape strips before you add a new stack. T ape or Paper Fragments in Feeder (DM300 only) Clean tape strip feeder: 1. Remove the moistener (s[...]

6-4 Problems? Printing Problems Meter stamp is incomplete or streaked; poor print quality Print nozzles clogged. Always ensure that your prints are clear and complete. Poor prints may be rejected by Royal Mail. If you notice missing lines in the print as shown in the illustration, perform printer maintenance as described on page 3-4 of this guide. [...]

6-5 Problems? Moistening Problems Envelopes don’t seal (DM300 only) 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 moistener . If the sealant level is low , refill the moistener with E-Z Seal solution. [...]

6-6 Problems? Refill Problems The display shows a series of messages during the auto-refill process This is normal. The meter is designed to display the progress of the refill. If the refill fails for any reason, the display tells you why . See pages 6-7 to 6-1 1 for an alphabetical listing and explanation of all display messages. Meter fails to co[...]

6-7 Problems? Display Messages From time to time your meter will display an alert or error message. An alert tells you that something needs attention; an error message usually tells you about a fault condition you can fix. In rare instances you may have to call for service. We’ve listed the messages below , arranged alphabetically . Account Balan[...]

6-8 Problems? Display Messages (continued) Clock Adjustment Exceeded Y ou tried to adjust the meter ’s clock beyond the limit allowed. Press CE/C to set clock time again. Connection Lost The meter lost the phone connection with the Postage by Phone Data Centre during a refill. Press yes to repeat the call. Date Adjustment Exceeded Y ou tried to a[...]

6-9 Problems? Ink Cartridge Empty The ink supply is used up. Replace the ink cartridge (see page 5-4). Inspection Due This message displays if you haven’t refilled your meter for 60 days. Y ou can still operate your meter normally . The Data Centre normally performs this inspection during a routine modem (auto) refill by checking the funds used a[...]

6-10 Problems? Display Messages (continued) Low Ink The ink cartridge will need replacement soon. If you don’t have a replacement cartridge on hand, you should order one now (see Chapter 7 for ordering instructions). Y ou can still print postage when this message appears. Meter Error XXXX A four-digit error code displays. Follow the instructions [...]

6-11 Problems? Postage by Phone is Busy • All lines to the Postage by Phone Data Centre are currently busy . Try again later . • Check all the refill setup instructions (in particular , the dialling prefix) on pages 3-10 to 3-13 of this guide. Printer Error • The printer needs maintenance. Follow the prompts to test the printer . See the deta[...]

6-12 Problems? Blink Codes The power lamp on the left side of the Mailing Machine blinks when the system detects an internal error . The number of blinks tells you what kind of problem occurred. Y ou may be able to fix some problems by unplugging the Mailing Machine, waiting a few minutes, and then plugging it back in. If this doesn’t fix the pro[...]

6-13 Problems? 6 Blinks—Circulation valve home position sensor Call the National Service Centre. See page 6-1. 7 Blinks—Carriage home position sensor Call the National Service Centre. See page 6-1. 8 Blinks—Home position error Call the National Service Centre. See page 6-1. 9 Blinks—Fan error Call the National Service Centre. See page 6-1. [...]

6-14 Problems?[...]

7-1 Reference 3. REFERENCE Specifications Equipment Size (without stacker): DM300: 356mm L x 368mm W x 381mm H DM225: 300mm L x 368mm W x 381mm H Weight: 8kg approximate Power Requirements: 100-240V AC, 50/60 Hz, 0.65-0.3A Compliance: See page 1-3 of this guide Operating T emperature: 4 ° C to 43 ° C Average Throughput: DM300: 65 letters per minu[...]

7-2 Reference Supplies and Accessories Order Numbers Ink Cartridges Reference Ink Cartridge, Red Non-Fluorescent 766-E T ape Pack of 300 T ape Strips (for DM300) 625-E Pack of 1000 Double Label Sheets (for DM225) SV83025 Pack of 500 Double Label Sheets (for DM225) SV83019 E-Z Seal™ Pack of 4 Flip T op Bottles 601-9E Dab it Bottle H601-7 1/2 Gallo[...]

7-3 Reference Options Pitney Bowes offers a number of flexible options so you can tailor your mailing system to meet your exact needs today , and expand it as your business grows. Accounting Y our system’s standard accounting feature tracks postage costs for up to 10 separate accounts. Y ou can easily expand this feature to handle 50 or 100 accou[...]

7-4 Reference Hints and Tips …to ensure optimum performance of your Digital Mailing system. Useful Installation Hints and T ips • Follow ALL the steps in the ‘Quick Install Guide’. • When installing the ink cartridge ensure it is fully pushed down. • When the machine requests you to ‘Enter Account Number ’ use your unique Postage by[...]

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© Pitney Bowes Limited, 2000 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. FOR SERVICE AND SUPPLIES: The Pinnacles, Harlow, Essex, CM19 5BD, U.K. Form No. SDC373 RevB (10-00) Pri[...]