Pitney Bowes DM900 Operating Guide

Mailing System

DM800/DM900

Operating Guide / SV61970 Rev A

This product meets the applicable Industry Canada technical speciﬁcations. The Ringer Equivalence Number (REN) is an indication of the maximum number of devices allowed to be connected to a telephone interface. The termination on an interface may consist of any combination of devices subject only to the requirement that the sum of the RENs of all the devices does not exceed ﬁve.

CAUTION: Changes or modiﬁcations to this equipment not expressly approved by the party responsible for compliance (Pitney Bowes) could void the user’s authority to operate the equipment.

Use only a shielded interface cable to operate this equipment with a scale or other peripheral device.

If you experience trouble with this modem, please refer to the warranty information provided with this equipment. If the trouble is causing harm to the network, the telephone company may request that you remove the equipment from the network until the problem is resolved.

This equipment may not be used with party lines or coin lines.

This equipment is not intended to be serviceable. Please refer to the warranty information if problems occur. Failed units will be withdrawn by approved Pitney Bowes service representatives. For reference purposes, the contact address is Pitney Bowes, C/O Progistix, 85K Signet Drive, North York, ON M9L 1T6.

DM800/DM900 Operating Guide SV61970 Rev. A February 2007

©2007 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.

Due to our continuing program of product improvement, equipment and material speciﬁcations as well as performance features are subject to change without notice. Your mailing system may not have some of the features described in this book.

E-Z Seal, Postage By Phone, and IntelliLink Control Centre are trademarks or registered trademarks of Pitney Bowes Inc.

DM800/DM900 Mailing System

Operating Guide

Table of Contents

Chapter 1: Read This First Chapter 2: Meet the DM800/DM900 Chapter 3: Mail In a Minute Chapter 4: Running Mail Chapter 5: Set Up Chapter 6: Adding Postage Chapter 7: Accounting Chapter 8: Reports Chapter 9: Maintaining and Updating Chapter 10: Troubleshooting Chapter 11: Supplies and Options Appendix A: Glossary Index

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Chapter Contents

In this Guide ........................................................1-3

Other Information ................................................1-4

Publications .........................................................1-4

On the System .....................................................1-4

The Web and Help Desk .................................

What You Need to Know.......................................1-5

Postal Requirements .....................................

Safety Requirements .....................................

Telephone Safety ...........................................

1-4

1-5 1-6 1-7

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In This Guide

Chapter 1— Read This First contains important information about Postal

requirements and important safety precautions.

Chapter 2—Meet the DM800/DM900 gives an overview of the system and the location of each control and system feature. Please read this section carefully. It provides a foundation for the instructions in later sections of this book.

Chapter 3—Mail in a Minute explains the basics of running mail using the DM800/DM900. This chapter is designed to have you running mail within minutes.

Chapter 4—Running Mail explains how to run your jobs using different mail modes, as well as how and when to use the available system options.

Chapter 5—Mailing System Setup provides step-by-step instructions for customizing your system to suit your needs.

Chapter 6—Adding Postage explains how to add postage funds to your system using Pitney Bowes’ Postage By Phone® service.

Chapter 7—Accounting Setup explains how to setup accounts and how to track postage.

Chapter 8—Reports explains the different types of reports available and how to print them.

Chapter 9—Maintaining and Updating explains routine maintenance procedures and how to update postal rates.

Chapter 10—Troubleshooting explains error messages and how to x problems you may encounter while using your mailing system.

Chapter 11—Supplies and Options lists the supplies available for your system and explains how to order them.

Appendix A—The Glossary explains mailing terms that are frequently used throughout the operator guide.

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Other Information

Publications

On the System

This section describes other sources of information available for your mailing system.

Postage By Phone Guide

This booklet details all the features of Pitney Bowes’ Postage By Phone system.

Scale User Guide

If you purchased an attached scale, read the guide to answer questions about its operation.

Quick Reference Guide

For a fast answer to a quick question, use the Quick Reference Guide built into your mailing system under the feeder deck. Pull out the tray to view cards that contain abbreviated information on the basics of running your mailing system.

The Web and Help Desk

Help Key

The Quick Reference Guide

You’ll nd this key located on the IntelliLink Control Centre™. Press the Help key to get to the DM800/DM900 Help system. The information refers to the current display and the mailing mode you selected.

Frequently Asked Questions Posted on Our Web Site: http://www.pb.com — For U.S. customers

Go to this web site to get answers to questions most frequently asked about the DM800/DM900.

Our Help Desk

For direct questions, please call: 1.800.672.6937 in Canada. Customer Service Representatives are available Monday through Friday, 8:00 AM 8:00 PM EST.

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What You Need to Know

Postal Requirements

Safety Requirements

Since your postal security device is licensed by the local postal authority, you must follow a few basic requirements.

• Mail must have the correct date and postage amount on the indicia.

• Digital indicia must bear the origin postal code.

• If you move to another location, call Postage By Phone at

1.800.672.6937 in Canada.

• Each time you add postage through the modem, the Postage By Phone system automatically performs a postal inspection. If your mailing system has not detected a modem rell transaction at certain intervals, the messages “Inspection Due” and “Inspection Required” display on the IntelliLink Control Centre.

• You must use Pitney Bowes tape which meets postal specications.

Warning! Follow normal safety precautions for all ofﬁce equipment whenever you use your DM800/900 Mailing System.

digital

• Read all instructions thoroughly before attempting to operate the equipment.

• Use this equipment only for its intended purpose.

• Always follow the specic occupational safety and health standards prescribed for your workplace or area.

• Use the power cord supplied with the system and plug it into a properly grounded wall outlet that’s located near the system and easily accessible. Failure to properly ground the system can result in severe personal injury and/or re.

• The power cord wall plug is the primary means of disconnecting the system from the AC supply.

• Avoid using wall outlets that are controlled by wall switches, or shared with other equipment.

• Do not use an adapter plug on the line cord or wall outlet.

• Do not remove the ground pin from the line cord.

• Do not route the power cord over sharp edges or trap wire between furniture.

• Make sure there is no strain on the power cord.

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Safety Requirements

• Be certain the area in front of the wall outlet into which the system is plugged is free from obstruction.

• Keep loose clothing, neck ties, jewelry, and long hair away from all moving parts.

• Avoid touching moving parts or materials while the system is in use.

• Before clearing a stall, be sure system mechanisms come to a stop.

• When removing stalled material, avoid using too much force to prevent minor personal injury and damaging equipment.

• To prevent overheating, do not cover the system vent openings.

• Do not place lighted candles, cigarettes, cigars, etc. on the system.

• Do not remove covers. Covers enclose hazardous parts that should only be accessed by Pitney Bowes Customer Service. Report any damage of covers to Pitney Bowes.

• If the IntelliLink Control Centre™ display does not light, unplug the system from the wall outlet and call for service.

• Use only Pitney Bowes approved ink, tape strips, and cleaners. Call our Supply Line at 1.800.672.6937 to place orders. If you need Material Data Safety Sheets on the supplies, call Service at 1.800.672.6937 in Canada.

Telephone Safety

If you use the AC adapter to power the IntelliLink Control Centre:

• Use only the AC adapter designed specically for the IntelliLink Control Centre and shown in the Supplies and Options chapter. Third-party AC adapters may damage the control centre.

• To protect against electrical shock, plug the AC adapter into a properly grounded wall outlet.

• Do not route the AC adapter cable over sharp edges or trap it between furniture.

NOTE: Your system requires annual cleaning by your local Pitney Bowes service representative. For continued safe operation, contact Pitney Bowes Service in Canada at 1.800.672.6937 to schedule this service.

The mailing system base and detachable IntelliLink Control Centre connect directly to an analogue telephone line. For your protection, basic safety precautions should always be followed to reduce the risk of re, electric shock, and injury to persons, including the following:

• Disconnect the telephone cord from the wall before removing the IntelliLink Control Centre.

• Do not use this product near water, for example, near a bath tub, wash bowl, kitchen sink or laundry tub, in a wet basement or near a swimming pool.

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Telephone Safety

continued

• Avoid using a telephone or equipment that connects to a telephone line during an electrical storm. There may be a remote risk of electrical shock from lightning.

• Do not use the telephone or equipment connected to the telephone line to report a gas leak in the vicinity of the leak.

• Never touch uninsulated telephone wires or terminals unless the telephone line has been disconnected at the network interface.

CAUTION! To reduce the risk of ﬁre, use only 26 AWG or smaller telecommunication line cord either supplied with the system or acquired separately.

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Chapter Contents

Introducing the Mailing System...........................2-3

Features and Beneﬁts .........................................2-3

IntelliLink Control Centre ..............................

Postal Security Device ...................................

Communications Options ..............................

Equipment Options ........................................

Reporting and Accounting .............................

Advertisements and Inscriptions ..................

Permits ..........................................................

The DM800/DM900 Exterior Features .................2-7

Connecting the IntelliLink

Control Centre .....................................................2-8

The DM800/DM900 Interior .................................2-9

The DM800/DM900 IntelliLink

Control Centre ...................................................2-11

Equipment Speciﬁcations ..................................2-15

Material Speciﬁcations ......................................2-17

2-4 2-5 2-5 2-5 2-5 2-6 2-6

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Introducing the Mailing System

Features and Beneﬁts

The DM800/DM900 is a full featured, easy-to-use digital mailing system that you can easily customize to meet the unique requirements of each job you process.

The system automatically:

• Feeds a stack of envelopes

• Weighs envelopes, ats and packages

• Applies postage directly to envelopes or to postage tapes for larger pieces of mail

• Seals envelopes

• Stacks nished pieces of mail

Your mailing system’s advanced features include:

• Large, easy-to-read graphic display shows the system’s status and prompts you through all setup operations

• Easy loading of optional advertisements and inscriptions.

• Convenient, one-button funds rell through analog phone line)

• Easy-to-maintain ink jet printer provides clear, crisp digital indicia

• Automatic

date advance

Postage By Phone

(requires

• Daily piece count printing

• Versatile

Password protection limits access to authorized personnel

•

Moistening system for envelopes and tapes; also offers no-seal and

• seal-only options

• Built-in roll

Communications port for an optional Pitney Bowes electronic scale, printer,

• personal computer or other external devices

• Full report printing capability provides hard-copy records of your postage transactions

accounting features from AccuTrac or Budget Manager

tape

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IntelliLink Control Centre™

NOTE: Do Not connect the control centre to a digital phone line. It must be connected to an analog line.

The IntelliLink Control Centre is mounted on the top of your mailing system. It has a large, easy-to-read graphic display, function keys and alpha and numeric keypads. A series of messages and menu options appear in the display to prompt you through all setup and mailing operations. You use the function keys and keypads to respond to the system prompts and select your options.

The Modem

Your mailing system connects to an external modem which requires an analog telephone line using 25AWG or smaller phone cord. The modem allows data communications with Pitney Bowes support services as well as external mail/parcel carriers.

Communications with Pitney Bowes provides many benets:

• Convenient Postage By Phone rells: add more postage to your postal

security device at the touch of a button.

• Postal security device inspection by phone: you don’t have to carry

your postal security device to the local Post Ofce for an inspection.

• Ability to download optional advertisements.

• Ability to download rate change and software updates.

External Modem Connection (USB)

Analog Telephone Line

USB PORT

AC Adapter Power Cord Connection

External Modem Setup

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External Modem

Internal Modem Connection (future use)

Modem Connections

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Postal Security Device

Communications Options

Your mailing system is equipped with a Postal Security Device (PSD) that incorporates the latest technology. This technology eliminates the need to perform physical inspections of your postal security device. The PSD contains the funds and performs all calculations necessary to print digital indicia that comply with current postal standards. The PSD is located in your mailing system’s IntelliLink Control Centre.

USB Port

Your mailing system has a Universal Serial Bus (USB) port that allows you to connect it to a personal computer (PC), optional scale, printer or other USBcompatible device. Your system can communicate with the following Pitney Bowes software applications or equipment through the USB port:

• Pitney Bowes Data Exchange—Captures postage accounting data and

formats it for use in spreadsheet and database applications.

• Setup Software

• AccuTrac™ Mail Management System—Allows your mail system to function as a station in networked environment so you can capture and analyze the actual costs of your entire mailing and shipping operation.

• Pitney Bowes Ascent

performance, integrated shipment processing.

™

Mail Centre Management—Provides high

Equipment Options

Reporting and Accounting

These highly exible connectivity options mean you can easily integrate your DM800/DM900 into your mailing operation and expand it’s capability at any time.

You can use the DM800/DM900 with the following Pitney Bowes equipment:

Stacker

• U7P0 Power Stacker. This provides a larger area for stacking stamped envelopes.

• A Pitney Bowes printer to print reports.

Printer

• J624 Laser Printer in the US.

• DMPR Laser Printer in Canada

Setting up your printer is easy. Simply plug it in and the mailing system will recognize it and automatically set it up.

The accounting and reporting features allow you to store and retrieve postage costs. 25, 100, and 300 account packages are available. You can specify up to three levels of accounts to track your postage expenses with precision. You can also prevent unauthorized access to any account by password protecting it.

You can print out reports for single or multiple accounts. (Note that some reports may require you to connect a USB-compatible printer to your mailing system). For more information on reports and accounts, refer to Chapter 8, Reports and Chapter 7, Accounting in this guide.

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Advertisements and Inscriptions

Advertisements and inscriptions contain, respectively, messages and postal information that you can print to the left of the digital indicia.

A number of standard advertisements and inscriptions are available with your IntelliLink Control Centre. You may order customized advertisements that bear your personalized message as well as standard advertisements and inscriptions.

Advertisements and inscriptions are options you can buy through the Pitney Bowes Supply Line Supplies and Options).

Advertisements and inscriptions are supplied on an art card that you insert into a slot on the side of the IntelliLink Control Centre. Once installed, you can select an advertisement and/or inscription when you run a mail job

at 1.800.672.6937 for Canada and the US (See Chapter 11,

The DM800/DM900 Exterior Features

E-Z Seal Moistener

Feeder Cover

Back Stop

Feeder Rollers

Feed Deck

Cover

IntelliLink Control Centre

Art Card Slot

Side Guide (DM800 only)

Quick Reference Guide

On/Off Switch

Side Door

Wet/Dry Tape Lever

Drop Stacker

Main Cover

Back Stop Holds large envelopes in place. E-Z Seal Moistener Cover The ﬂuid supply for moistening envelope ﬂaps

and tapes is located under this cover.

IntelliLink Control Centre Use the keypad to tell your system what to do.

The display tells you what the system is doing and prompts you through set up operations. See section in this chapter for a complete description of all controls.

Postal Security Device Stores postage funds and tracks postage usage

and is part of the IntelliLink Control Centre.

Art Card Slot Optional customized advertisements,

inscriptions and permits are furnished on art cards. Insert the art card in the slot on the side of the IntelliLink Control Centre to load your option.

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Side Door Open this door to inspect and clean the

moistener brush, or adjust for wet or dry tape.

Wet/Dry Tape Lever Move this lever down for dry tapes or

pressure-sensitive tapes; move it up to wet gummed tapes.

On/Off Switch Turns system on and off. Quick Reference Provides easy-to-use operating instructions. Side Guide (DM800 only) Holds envelopes in place to ensure reliable

feeding.

Feed Deck Load envelopes on this platform. Covers (E-Z Seal, Main, Feeder) Enclose moving parts and prevent dust

contamination.

Drop Stacker/Power The mailing system deposits ﬁnished mail in

the drop stacker or optional power stacker.

Connecting the IntelliLink Control Centre To Modems

Art Card For Downloading Graphics

IntelliLink Control Centre Attached Using External Modem

External Modem Plug

IntelliLink Control Centre Removed Using an External Modem

AC Adapter

External Modem

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DM800/DM900 Interior

E-Z Seal Bottles

Ink Cartridge

Roll Tape

Thickness Adjustment Knob

Feeder Rollers

Engine

Printer Wiper Blade

Sealer Lever

Feeder Release Lever

Mail Transport Deck

Transport Release Lever

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Roll Tape The tape supply is located here. Print digital

indicias on tape for pieces of mail that can’t go through the system. You can also print reports on tape.

Print Engine Contains the printer and the ink cartridge that

produces the digital indicia.

Ink Cartridge Contains ink used to produce the digital

indicia.

Printer Wiper Blade Automatically wipes excess ink off the

printhead.

Transport Release Lever Relieves tension on parts along feeder path to

clear stalls.

Mail Transport Deck Transports envelopes of mixed thicknesses

through the feeder path.

Feeder Rollers Rollers that move the mail on the transport

deck into the feeder.

Thickness Adjustment Sets the system to accommodate the Knob

Sealer Lever Applies pressure to envelopes to ensure

Feeder Release Lever Relieves tension on parts along feeder path to

E-Z Seal Moistener Bottles Containers that hold the E-Z Seal used to seal

thickness of the envelopes you are feeding.

proper sealing.

clear stalls.

mail and tapes.

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B N

H J K L

Y U I O P

Symbol

(

)

Enter / Entrée

Start / En marche

Tape / Bande

Stop / Arrêt

Z X C V

S D F G

E R T

Shift Space

Tâches sur mesure

Custom Presets

Funds / Fonds

Reports / Rapports

Clear / Annuler

Accounts / Comptes Help / Aide

Tâche normale Normal Preset

Lock

Class / Classe

Seal / Cacheter

Mode

1 2 3

4 5 6

0 •

8 9

Presorted

First Class

Account:

Class:

Dom Standard

0.000kg

Engineering

DM800/DM900 Mailing System Operating Guide

The DM800/DM900 IntelliLink Control Centre

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1. Five Screen Keys The ﬁve keys directly to the left of the display

screen allow you to select options displayed on the screen.

2. Lock Button Deselects the current account. If no account is

selected it locks the IntelliLink Control Centre.

3. Normal Preset Key Returns you to the most commonly used

setting.

4. Mode Key Press to choose from variety of mail

processing modes.

5. Class Key Enables you to select the correct postal class

for your mailing

6. Seal Key Allows you to choose to moisten and seal

envelopes without applying postage or any printing on the piece of mail.

7. Accounts Key Press to set up or edit accounts.

8. Custom Preset Key Used to choose frequently used system

settings for running different jobs.

9. Menu Key Press to view the settings and options

available: Note: Services/Features may vary by model, country and or enabled features.

• Meter Stamp Options

• Setup

• Zero Scale

• Rates Details

• Adjust Display Contrast

• Maintenance

• Turn Features On

• Volume Control

• Currency Add

• Display Pounds Weight

• Conﬁrmation Services

10. Funds Key Allows you to obtain the following information:

Note: Information may vary by model, country, and or enabled features.

• Funds Available in PSD

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• Total pieces of mail processed by the system

• Batch Value

• Batch Count

• Quick Reﬁll

• Other Reﬁll Amount

• Get Postage By Phone Balance

11. Reports Key Offers a selection of different types of reports to run.

12. Help Key Press to get detailed information about a screen you are viewing.

13. Number Keyboard Press numbered keys to enter postage amounts and weight.

14. Enter Key Press to complete the entry of information you have typed using the number and alpha keys.

15. Arrow Keys Allow you move between new menus, scroll menus, or select options.

16. Start Key Begins processing the pieces of mail with the options you have selected.

17. Tape Key Allows you to print postage tapes for packages and pieces of mail that are too big for processing through the mailing system.

18. Stop Key Ends a mail or tape processing job in progress.

19. Alpha Keyboard Use to enter accounts and other setup

information.

Press shift key for capital letters and the space

key for inserting space when needed. The keyboard is underneath a cover that hinges open for access.

20. Clear Key Press to clear an entry, or go to the previous screen or screens.

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Alpha Keyboard Fold Out Cover

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Presorted

First Class

DM800/DM900 Mailing System Operating Guide

The Main Screen

The content of the main screen depends upon the current mode of the system. Only main screens contain a digital indicia and the main status.

1. Advertisement Display The optional message to be printed on the envelopes or tape (if selected).

2. Account The account name to which postage is charged.

3. Class The currently selected postage class of the

piece of mail.

4. Main Status Area Displays important information such as warnings.

5. Weight Display Area Displays the weight of the piece of mail.

6. Mode The mode in which the piece of mail will be

processed or what the next required action will be.

7. Digital Indicia The ofﬁcial stamp with postage printed on an envelope or tape. May vary by country.

8. Batch Count The number of pieces of mail run in a job.

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Equipment Speciﬁcations

Size

Power 100-240 VAC, 50/60 Hz

Compliance: UL 1950, UL Listed, CSA

Without drop or power stacker

25 in. (635 mm) Width

17 in. (432 mm) Height

45 in. (1143 mm) Length

Drop stacker

10 in. (254 mm) Width

15 in. (381 mm) Length

Power stacker

30 in. (762 mm) Length

46 in. (1168 mm) (Rails extended) Length

13 in. (330 mm) Width

12 in. (305 mm) Height

Operating 40°F (4°C) to 109°F (43°C) Temperature Temperature will vary depending on the

material used

BTUs per Hour Approximately 1270

Printhead Life 1,000,000 cycles

External Modem 56K

Phone Cord for Analog line using 25 AWG or smaller phone cord Analog Line

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Equipment Speciﬁcations

Gummed Roll Tape • Gummed tape throughput 35-40 tapes per minute,

depending on the model

Pressure Sensitive • Actual throughput of the adhesive tape is 40 tapes Tape per minute with digital indicia only and 35 tapes

per minute with advertisements and inscriptions

Advertisement Storage • Up to 10 advertisements

Accounting Options • 25, 100, or 300 accounts

Postal Security • Maximum Stamp: $99.99

Reset Type: Postage By Phone

• Piece count: Up to 8 digits

(non-resettable)

Device Settings

• Batch count: Up to 8 digits

(resettable)

Optimum Performance

Mail Processing Speed Max. Pieces per Minute (PPM)

Model * Code In WOW Mode In Non-WOW Mode

DM800 DT01 60 PPM 210 PPM DM800 DT00 N/A 210 PPM DM800 DR01 50PPM 180 PPM DM800 DR00 N/A 180 PPM DM900 DV00 110 PPM 240 PPM DM900 DV01 N/A 240 PPM

The actual throughput of the system will vary depending on the material processed, system condition, and operator skill.

*Model numbers are on labels located under the main cover on the rear panel of your mailing system. Product availability may vary by country.

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Material Speciﬁcations

Mailing Materials

You’ll get the best results from your mailing system when the materials you use conform to the specications below. Apply tape to pieces of mail that are too big for system processing.

Envelope Dimensions (see ﬁgure, next page)

Minimum: 3-1/2 in. x 5 in. (89 mm x 127 mm) postcard size. Maximum: 13 in. x 15 in. (330 mm x 381 mm) without WOW® 13 in. x 13 in. (330 mm x 330 mm) with WOW

Envelope Flap Depth (see ﬁgure next page)

Minimum: 1 in. (25.4 mm) Maximum: 3-7/8 in. (98 mm)

Envelope Thickness

Minimum: 0.007 in. (0.18 mm) Maximum: DM800 Series: 1/2 in. (12 mm);

DM900 Series: 3/4 in. (18 mm)

Acceptable Envelope Materials Include

• Standard envelope paper

• Self-mailers

• Tri-fold mail

• Pre-sealed envelopes

Envelope Flap Proﬁles

• Commercial (square and baronial)

• Executive

• Monarch

Mail Weight

Up to 30kg maximum for each piece based on external scale option. 500g maximum for each piece for internal Weigh on the Way (WOW).

Tape Roll Width

1 1/17 inches (36mm) wide

4.5 or 5 inch rolls

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Envelope Speciﬁcations for DM800/900 Series Systems

13 in. (330mm)

3-7/8 in. (98mm)

Maximum

(330mm) with WOW

15 in. (381mm) without WOW; 13 in.

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3.5 in. (89mm)

5 in. (127mm)

1 in. (25.4mm)

Minimum

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+ 160 hidden pages