Pitney Bowes DM Series Budget Manager Operating Guide

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DM Series Budget Manager Operating Guide

SV61140 September, 2003

Please insert this supplement into the back of your DM Series Operating Guide.

SV61140 September 2003

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 IntelliLink Control Centre may not have some of the features described in this book.

DM Series, Weigh-On-the-Way, W-O-W, and IntelliLink are trademarks or registered trademarks of Pitney Bowes Inc.

Table of ContentsTable of Contents

Chapter 1 - Read This First

Chapter 2 - Setting Up Your Mailing System For Budget Manager

Chapter 3 - Setting Up Operators

Chapter 4 - Setting Up Budget Manager

Chapter 5 - Working With Accounts

Chapter 6 - Running Mail

Chapter 7 - Manual Transactions

Chapter 8 - Running Reports

Chapter 9 - Troubleshooting

Index

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iv SV61140

Read This First

Chapter Contents

Introduction ......................................................... 1-3

Logging On to Your System .................................. 1-3

If Your System is Set Up for Operators............1-3

If Your System is not Set Up for Operators......1-3

If Your System is Locked ................................. 1-3

Logging Off Your System......................................1-3

If Your System is Set Up for Operators............1-3

Budget Manager Main Screen..............................1-4

Navigating Hints...................................................1-5

Adding Postage .................................................... 1-5

Adding Features...................................................1-5

Importing and Backing Up Data

Using the PC Transfer Utility ........................... 1-6

What’s Next .......................................................... 1-6

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Budget Manager Operating Guide

Introduction

Logging On to Your System

This guide describes how to set up and use Budget Manager on your mailing system. For all other information regarding your mailing system (selecting mailing modes, setting up the mailing system, maintaining and upgrading other system options) refer to the appropriate operating guide.

For the DM400/DM500/DM550, see SV60890C; for DM800/DM900 see SV60861C; for DM1000 see SV60951.

The screen that displays when you start up your mailing system depends on whether or not you have set up operators on your system. For more information on how to set up operators, refer to

Operators

If Your System is Set Up for Operators

When you start the system you are prompted to enter your Operator ID, and if passwords are required, your Operator Password. Once you enter your password, the Budget Manager Main screen appears.

If Your System is not Set Up for Operators

in this guide.

Chapter 3, Setting Up

Logging Off Your System

When you start the system, the Budget Manager Main screen appears and you can begin processing mail immediately.

If Your System is Locked

When you start the system, the Locked screen appears.

• If operators are enabled, you will need to enter a password to unlock and to log on to the system.

• If operators are disabled, you will need to enter a password to unlock the meter.

Once you have unlocked the system the Budget Manager Main screen appears.

If Your System is Set Up for Operators

Once you are finished processing mail, press the Lock key to log off the system. You may be prompted to log off or lock meter if the Lock Meter feature is turned on.

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1 Read This First

Budget Manager Main Screen

The following shows the Budget Manager Main screen when you first log onto your system. As indicated here, you access more options by pressing the down arrow key. The content of the main screen depends upon the current mode of the machine. Main screens are the only screens that contain a digital indicia replica area and a main status area.

The main screen enters a sleep mode after a certain period of inactivity. Pressing any key wakes up the system and shows the last screen on the display, or the one corresponding to the Normal Preset settings.

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

2. Account – The account number or name charged with postage.

3. Class – The class you selected for the piece of mail.

4. Main Status Area – Important information such as warnings or help or navigation tips. For example, if you select a class, a message appears in this area.

5. Weight Display Area – 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 postal indicia printed on the envelope or tape.

8. Batch Count/Value – The number of pieces of mail run and the value of a job.

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Budget Manager Operating Guide

Navigating Hints

Screen Options called out by arrows

• The options displayed on the Budget Manager screens are called out by

arrows. 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 pressing the Enter

key.

• To go back one screen or more, or to clear an entry, press the Clear key.

Press the left arrow key to return to the Main screen.

• Other selection or navigation or help information appears at the bottom

of the screen. Also, check for messages next to the arrow keys on the bottom right side of the screen.

Select Rate

1. Letterpost

2. Domestic Parcel

3. Dom Priority

4. USA Parcel

5. Package Service International Parcels

WOW 0.000 kg

Cancel

More Classes

Arrow Keys and Additional Information

Adding Postage*

Adding Features*

Refer to the

Adding Postage

chapter in your mailing system operating guide for a complete explanation of the steps required to successfully add postage* to your mailing system.

The Adding Postage chapter also includes specific information on Postage By Phone, the IntelliLink™ Control Centre on your mailing system, USPS meter inspections, and USPS rekey requirements.

*You must toggle between USB and Serial to configure the modem. See

and Backing Up Data Using the PC Transfer Utility in this chapter.

Refer to the

Maintaining and Updating

chapter in your mailing system’s

Importing

operating guide for information on performing updates and adding features.

For the DM400/DM500/DM550, see SV60890C; for DM800/DM900 see SV60861C; for DM1000 see SV60951.

*You must toggle between USB and Serial to configure the modem. See Importing

and Backing Up Data Using the PC Transfer Utility in this chapter.

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1 Read This First

Importing and Backing Up Data Using the PC Transfer Utility

What’s Next

In order for Budget Manager to be able to interface with the PC Transfer Utility software installed on your PC, you must change the modem setting on the Mailing System IntelliLink Control Centre.

On the IntelliLink Control Centre:

1. Press the Menu key.

2. Select Set Up, Phone Set Up, then Modem Type.

3. Select Serial.

4. Press the left arrow key to return to the Main screen.

5. Reboot the system for the change to take effect. NOTE: Once you finish using the PC Transfer Utility, you must change the

modem type back to USB. To do so, follow steps 1 through 5 above.

However, during step 3 select USB

For more information about the PC Transfer Utility, please refer to the Help file located in the PC Transfer software on your PC.

Depending on the task you want to perform, refer to the appropriate chapter in this guide:

Chapter 2 – Setting Up Your Mailing System for Budget Manager Accounting explains how to use the setup options unique to Budget

Manager to change or customize you mailing system. Chapter 3 – Setting up Operators describes how to create, edit and delete

operators. Chapter 4 – Setting Up Accounting describes how to configure your

accounting system. Chapter 5 – Working with Accounts tells you how to set up individual

Budget Manager accounts, and edit and delete existing accounts. Chapter 6 – Running Mail describes how to run mail using the various

accounting features of Budget Manager. Chapter 7 – Working with Transactions describes how to enter manual

transactions and how to view, clear or void transactions. Chapter 8 – Running Reports describes how to run accounting reports

provided with your system and how to create customized accounting reports for your organization.

Chapter 9 – Troubleshooting describes how to handle any accounting errors or warnings you may encounter on your system.

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Setting Up Your Mailing System For Budget Manager

Chapter Contents

Introduction to Mailing System Setup .................. 2-3

Setup Information Included in this Chapter .... 2-3

Where to Find Additional Setup Instructions .. 2-3

Setting Up the Supervisor Password ................... 2-3

Password Protecting an Operation ................. 2-4

Setting the Budget Manager Owner.....................2-5

Setting a Station ID ..............................................2-5

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Budget Manager Operating Guide

Introduction to Mailing System Setup

Setting Up the Supervisor Password

This chapter contains the basic setup instructions necessary to run Budget Manager on your mailing system.

Depending on your requirements, you may need to follow all or only some of the setup procedures listed here.

Setup Information Included in this Chapter

• Setting Up the Supervisor Password

• Setting Up Presets

• Setting the Budget Manager Owner

• Setting a Station ID

Where to Find Additional Setup Instructions

Refer to the mailing system for additional setup instructions.

You can set the supervisor password to limit access to the following operations:

• Adding postage;

• Setting up scales/rates;

Mailing System Setup

chapter in the Operating Guide for your

• Setting up accounts; and

• Setting up operators.

Follow the steps below to create a supervisor password:

1. Press the Menu key.

2. Select Set Up, then Basic Settings.

3. Select Supervisor Set Up.

4. Select Add Supervisor Password. The system prompts you to type in the password and then to confirm it.

5. Press the left arrow key twice to return to the Main screen.

NOTE: The supervisor password is case-sensitive and must be at least four alphanumeric characters in length.

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2 Setting Up Your Mailing System

Setting Up the Supervisor Password

continued

Setting Up Presets

Password Protecting an Operation

Follow the steps below to password protect an operation:

1. Press the Menu key.

2. Select Set Up, then Basic Settings.

3. Select Supervisor Set Up. a. Select Accounting to require a password to set up accounts. If you

plan to assign passwords to your accounts, you must set up a supervisor password here. Type in the supervisor password and press Enter to confirm.

b. Select Refill to require a password to add postage. Type in the

supervisor password and press Enter to confirm.

4. Press the left arrow key twice to return to the Main screen.

Presets are a group of custom settings you can call up instantly to run your mail job. Each preset can have a unique name, class, carrier, special service, postage value, account, etc.

• The Normal preset value can be invoked by pressing the Normal Preset key.

•To select any of the custom presets, press the Custom Presets key and select the preset you want to use.

For more information about setting up Job Presets see

System Setup

, in your mailing system Operating Guide.

Chapter 5, Mailing

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Budget Manager Operating Guide

Setting the Budget Manager Owner

Setting a Station ID

Follow the steps below to enter information about the owner of the Budget Manager system.

1. Press the Menu key.

2. Select Set Up, then Accounting Set Up.

3. Use the down arrow key to scroll through the menu options, then

select Owner.

4. Select Name. Type in the owner’s name and press Enter.

5. Select Address 1. Type in the address information (e.g. the street

address) and press Enter.

6. Select Address 2. Type in any additional address information and

press Enter.

7. Press Enter to save the owner information.

8. Press the left arrow key to exit setup and return to the Main screen.

The Station ID is printed on accounting reports to identify the mailing system the reports were generated on. This feature is useful when you have several different mailing systems that generate reports.

Station IDs are numeric and must be two characters in length.

Follow the step below to set a Station ID:

1. Press the Menu key.

2. Select Set Up, then Accounting Set Up.

3. Use the down arrow key to scroll through the menu options and select

Station ID.

4. Type in the Station ID and press Enter.

5. Press the left arrow key to return to the Main screen.

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2 Setting Up Your Mailing System

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Setting Up Operators

Chapter Contents

Enabling Operators .............................................. 3-3

Enabling Operator Passwords ............................. 3-3

Creating Operators .............................................. 3-4

Deleting Operators .............................................. 3-5

Viewing and Editing Operators ............................ 3-6

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Budget Manager Operating Guide

Enabling Operators

Enabling Operator Passwords

Follow the steps here to set up your mailing system so that you can assign operators and require each operator to enter his or her operator ID and password.

If operators have already been enabled on your system, then you will need supervisor privileges to complete this operation.

1. Press the Menu key.

2. Select Set Up, then Basic Settings, then Operators.

If operators have already been enabled, the Enter Supervisor Password screen appears. At this point, you must enter a supervisor password to continue with the operation or log off the system.

3. Press the screen key for the Operators selection to toggle between On

and Off.

This change will take effect the next time you or another operator logs onto the system. At that time, the system will require a valid operator ID and password to logon.

Follow the steps here to require each operator to enter his or her password when they log onto the system.

If operators have already been enabled on your system, then you will need supervisor privileges to complete this operation.

1. Press the Menu key.

2. Select Set Up, then Basic Settings, then Operators.

If operators have already been enabled, the Enter Supervisor Password screen appears. At this point, you must enter a supervisor password to continue with the operation or log off the system.

3. Press the screen key for the Operators Passwords selection in this

screen to toggle between On and Off.

This change will take effect the next time you or another operator logs on to the system. At that time, the system will require a valid operator ID and password to logon.

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3 Setting Up Operators

Creating Operators

Follow the steps below to create a new operator and assign a 4-digit alphanumeric password for the operator.

This operation requires that you have supervisor privileges:

• If supervisor passwords are on;

• If operators have been enabled.

If you do not have supervisor privileges, you can log on to the system, but you cannot create any new operators.

1. Press the Menu key.

2. Select Set Up, then Basic Settings, then Operators. The Enter Supervisor Password screen appears if operators have been

enabled or if supervisor passwords are on. At this point, you must enter a supervisor password to continue with the operation.

3. Select Create Operator.

4. Type in the operator name and press Enter.

5. Type in the operator password and press Enter. The Operator Information screen appears. This screen allows you to set the basic operator settings.

Name: Select this option to edit an operator’s name. Status: Select this option to toggle an operator active or inactive.

Password: Select this option to toggle between enabling and

disabling the operator password. You can also use this option to edit the password, if necessary.

Report Printing: Select this option to toggle between enabling and disabling report printing. Report printing must be enabled for an operator to print reports.

Access Level: Select this option to change the access level for an operator. You can toggle between the supervisor and operator access level privileges.

6. Select Name to edit the operator name. Type in your changes and press Enter.

7. Select Status to toggle the operator active or inactive.

8. To assign an operator password: a. Select Password. b. Type in the operator password and press Enter.

NOTE

: You can create an operator password if operator passwords are

:: disabled. However, the password cannot be used until you enable operator passwords. (See

Enabling Operator Passwords

on page 3-3.)

3-4 SV61140

Budget Manager Operating Guide

Creating Operators

continued

Deleting Operators

9. Select Report Printing to toggle between enabling and disabling report printing capabilities for the operator.

10. Select Access Level to toggle between operator and supervisor access privileges.

11. Press Enter to save your changes.

12. Press the left arrow key to return to the Main screen.

If there is transaction data associated with an operator and you delete the operator, the system does not actually remove the operator until the end of the fiscal year. Instead, the operator becomes inactive, and will not be able to log on to the system.

At the end of your fiscal year, you will get a prompt that the last reporting period has ended. At that time, you must select the inactive operator(s) you want to permanently delete and redefine the yearly fiscal period.

If there is no information connected to the operator, the system will actually remove the operator at the time you delete it.

This operation requires that you have supervisor privileges if supervisor passwords are on or if operators have been enabled.

1. Press the Menu key.

2. Select Set Up, then Basic Settings, then Operators. The Enter Supervisor Password screen appears if operators have been

enabled or if supervisor passwords are on. At this point, you must enter a supervisor password to continue with the operation.

3. Select Delete Operator. The Select Operator screen appears.

4. Select the operator you wish to delete, or type in the operator name and press Enter. The Delete Operator screen appears.

5. Select Yes.

6. Press the left arrow key to exit set up.

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3 Setting Up Operators

Viewing and Editing Operators

The Viewing/Editing Operators screen allows you to access operatorspecific information that has been entered into the Budget Manager system. You can view or edit the operator’s name; lock or unlock the operator; enable, disable, or edit a password; enable or disable report printing; and edit the access level.

This operation requires that you have supervisor privileges.

1. Press the Menu key.

2. Select Set Up, then Basic Settings, then Operators. The Enter Supervisor Password screen appears if operators have been

enabled or if supervisor passwords are on. At this point, you must enter a supervisor password to continue with the operation.

3. Select View/Edit Operators.

4. Select the operator you wish to view and/or edit. The Operator Information screen appears. This screen allows you to view and edit the basic settings for the operator you have selected.

5. Select Name to edit the operator name. Type in your changes to the operator name and press Enter.

6. Select Status to toggle between locking and unlocking the operator.

7. Select Password to edit the operator password. Type in the operator password and press Enter.

8. Select Report Printing to toggle between enabling and disabling report printing capabilities for the operator.

9. Select Access Level to toggle between operator and supervisor access privileges.

10. Press Enter to save your changes.

11. Press the left arrow key to return to the main screen.

Any changes you make will be seen by the edited operator the next time he or she logs on to the system.

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Setting Up Budget Manager

Chapter Contents

Navigating Hints.................................................. 4-3

Selecting the Accounting Type ............................ 4-4

Selecting the Accounting Period ......................... 4-4

Selecting the Surcharge Method ........................ 4-5

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Budget Manager Operating Guide

Navigating Hints

• The options available on the screen are called out by arrows. To view

more options, press the down arrow key.

• You can select a numbered option by pressing the screen key next to the

option, or by pressing the corresponding number on the keyboard and pressing the Enter key.

• To go back one screen or more, or to clear an entry, press the Clear key.

Pressing the left arrow key returns you to the main screen.

• Other selection or navigation or help information appears at the bottom

of the screen. Also, check for messages next to the arrow keys on the bottom right side of the screen.

Set Up Accounting

1. Set Up Accounts

2. Accounting Period: 01/31/02

3. Global Surcharge:

4. Transaction Options

5. PC Transfer Utility

-------------------------------------------------

Selecting the Accounting Type

Exit Set Up

See

Chapter 7, Accounting Setup

for information on selecting an accounting type.

in your mailing system Operating Guide

More Options

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4 Setting Up Budget Manager

Selecting the Accounting Period

When you enter the start date for the fiscal year, the system automatically determines the end date. (For example, if January 1, 2003 is the beginning of your fiscal year, the system sets the end date at December 31, 2003.)

Once the fiscal year is set, you will need to select the number of accounting periods. You can select one of the standard accounting periods (none, annual, twice yearly, quarterly, and monthly) or you can define your own custom reporting period.

Follow the steps below to set your fiscal year and select the type of accounting period you will use:

1. Press the Menu key.

2. Select Set Up, Accounting Set Up, then Accounting Period. The Accounting Periods screen appears.

3. Select Fiscal Year Start. a. Type in the start date of your fiscal year. b. Press Enter to save the date. The Accounting Periods screen

reappears.

4. Select Number of Periods. a. Select the number periods for your fiscal year. Use the down arrow

key to scroll through the list, if necessary.

b. If you select custom periods, the Custom Period screen appears. If

you did not select custom periods, go to step 5. i. Select End Date. ii. Type in the end date of period and press Enter. iii. Press Enter again to exit the Custom Period menu.

5. Press Enter to return to the Accounting Set Up menu.

6. Press the left arrow key to exit set up.

NOTES:

• The start date for a custom reporting period is the date you activate the custom period on your system.

• The custom reporting period will have to be reset on the end date you select for it. At that time, you will be required to enter the next end date for your custom reporting period.

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Budget Manager Operating Guide

Selecting the Surcharge Method

When you select the surcharge method from the Set Up menu, you are setting a (or batch) processed by Budget Manager, unless a overrides it.

You can apply a global surcharge per piece of mail, per transaction, and/or per transaction percentage.

•A per piece of mail surcharge is calculated by multiplying the number of

•A per transaction surcharge is applied to each batch (or transaction)

•A per transaction percentage surcharge is calculated multiplying the

If you want to apply a batch surcharge, or a surcharge that is customized for a specific transaction, see

Surcharge

Follow the steps below to set a global surcharge or discount:

1. Press the Menu key.

global surcharge

pieces processed by the surcharge setting. The per piece surcharge can be set anywhere from -1.00 to 1.00.

run on the system. The per transaction surcharge can be set anywhere from -50.00 to 50.00.

postage cost of the entire batch by the percent transaction setting. The per transaction percentage can be set anywhere from -100% to 100%.

in this guide.

, or a surcharge that applies to each transaction

batch surcharge

Chapter 2, Running Mail, Entering a

NOTE: Once you perform step 8, the dollar amount on the screen will change to either a positive or a negative. A

negative amount

indicates a

discount

applied to the postage amount for a transaction. A

positive amount

indicates a

surcharge

applied to the postage amount for a transaction.

will be

2. Select Set Up, then Accounting Set Up. The Setup Accounting screen appears.

3. Select Global Surcharge.

4. To add a add a surcharge or discount per piece: a. Select Per Piece. b. Type in the surcharge or discount amount you wish to use for each

individual piece of mail and press Enter.

5. To add a surcharge or discount per transaction: a. Select Per Transaction. b. Type in the surcharge or discount amount you wish to use for each

transaction and press Enter.

6. To add a surcharge or discount per transaction percentage: a. Select Per Transaction Percentage. b. Type in the percentage amount you wish to use and press Enter.

7. Press Enter. The Enter Surcharge Value screen appears.

8. Select Change to a Discount to apply a discount.

9. Press Enter.

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4 Setting Up Budget Manager

4-6 SV61140

Working With Accounts

Chapter Contents

The Account Structure ........................................ 5-3

Creating Accounts ............................................... 5-4

Creating an Account ....................................... 5-4

Creating a Subaccount or Subsubaccount...... 5-6

Viewing and Editing Accounts ............................. 5-7

Deleting Accounts ............................................... 5-9

Clearing Account Data ...................................... 5-10

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Budget Manager Operating Guide

Budget Manager Account Structure

You can use Budget Manager to track and account for postage used by departments or individuals within your organization. Your system is set up to accept a total of 74 characters for single level accounts, a total of 73 characters for an account and sub account, and a total of 72 characters for an account, subaccount, and subsubaccount.

When accounts are linked (account-subaccount, or account-subaccountsubsubaccount) they become a set and are treated as one separate account, with one account number and one password. The existing account number and password are rolled down to the subaccount when the first subaccount is created. When you create another subaccount to this account, you create another linked set of accounts with a different account number and password.

NOTE: Only the lowest level of the account hierarchy is chargeable. This means that transactions can only be posted to that account.

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. This is the working (chargeable) account because at this point it does not have any subordinate accounts:

Example: Account - Engineering

• If you create subaccounts for the original account, they become the end links in the account chain and identify the departments where you charge to:

Examples: Account – Engineering, Subaccount – Software Account – Engineering, Subaccount – Industrial Design The original account now serves as an administrative account that owns

and contains totals for the lower subaccounts.

• If you create subsubaccounts for subaccounts, the subsubaccounts become the end links and identify the departments that are charged for postage.

Examples: Account – Engineering, Subaccount – Software,

Subsubaccount – Software Testing Account – Engineering, Subaccount – Software,

Subsubaccount – Software Design Account – Engineering, Subaccount – Industrial Design, Subsubaccount

– Graphics and Layout Account – Engineering, Subaccount – Industrial Design, Subsubaccount

– User Friendly Testing

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5 Working With Accounts

Creating Accounts

Creating an Account

Follow the steps below to create an account:

1. Press the Accounts key.

2. Press the right arrow key to enter the Set Up Accounts screen.

3. Select Create Account.

4. Select Create a New Account. The system prompts you to enter an account name.

NOTE: When naming your accounts, the total number of characters you can use for the name is 74. This means that if you intend to add sub and subsub accounts to this top level account name, the sum of the characters for all three accounts levels cannot be greater than 74.

5. Type in the name using the keyboard or numeric keypad and press

Enter. The Account Information screen appears as shown below.

Account Information

Edit Name: Manufacturing

Change Speed Code: 9001

Password: None

Create Another Account:

Add Subaccount to:

Manufacturing

----------------------------------------------------

Accounts Available:

Press Enter to Save

6. Select the appropriate option and follow the prompts.

Account: Select this option to edit the name of an account. Change Speed Code: A speed code is a number that uniquely

identifies an account. You can use it as a short cut to identify accounts with long names. As soon as you enter the name of your account, the system automatically assigns a speed code to your account. Select this option to change the speed code number assigned by the system.

Cancel Save

Page Down for more

5-4 SV61140

Budget Manager Operating Guide

Creating Accounts

continued

Password: The account password is a four digit number that you can assign to limit access to an account. As soon as you enter the name of your account, the system will request that you enter the account password if it is enabled. Select this option to assign, change or disable the password if necessary. When you are running mail, passwords must be globally enabled.

Add Subaccount to: Select this option to add a subaccount to your new account.

Create Another Account-Subaccount-Subsubaccount: Select this option to add another account, subaccount or subsubaccount to the system.

Account Owner: This option allows you to enter specific contact information (name, address, telephone number) for each top-level account.

Budget: This option controls whether or not budgeting is active for a chargeable account. It allows you to set up a budget.

Spending Limit: The spending limit is set as a budget setting. It prevents a chargeable account from accepting transactions when the budget has been exceeded. The default spending limit is 95%.

Description: This option allows you to type in a brief description of the account.

percentage

of the

7. When you are done, press the right arrow key to save your account

information. If you press the Clear key or the left arrow key during this process the system will ask you if you want to save your changes.

SV61140 5-5

5 Working With Accounts

Creating Accounts

continued

Creating a Subaccount or Subsubaccount

NOTE: Any data charged to the existing account will be transferred to the

subaccount or subsubaccount you create.

1. Press the Accounts key.

2. Press the right arrow key to enter the Set Up Accounts screen.

3. Select Create Account or Subaccount.

4. Select Add to an Existing Account to enter the Select Account screen. The system displays a list of all the existing accounts and prompts you to select the account you would like to add a subaccount or subsubaccount to.

If necessary, press the down arrow to scroll through the list.

5. Select the account or subaccount.

6. Type in the name of the new subaccount or subsubaccount and press

Enter. The Account Information screen appears.

Account Information

Edit Name: Manufacturing

Software Testing

Change Speed Code: 9001

Add Password: None

Create Another Subaccount For:

Manufacturing

Add Subsubaccount to:

Software Testing

----------------------------------------------------

Accounts Available:

Press Enter to Save

Cancel Save

Page Down for more

7. Select the appropriate option and follow the prompts.

8. When you are done, press Enter to save the account information.

9. Press the left arrow key to exit set up.

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Budget Manager Operating Guide

Viewing and Editing Accounts

You can view or edit the account name, status, budget amount, spending limit, owner information and description for all of the accounts entered into Budget Manager.

1. Press the Menu key.

2. Select Set Up, Accounting Set Up, then Set Up Accounts. The Set Up

Accounts screen appears.

3. Select View/Edit Accounts.

4. Select the account you want to view and/or edit by pressing the screen

key that corresponds with the account name, name and press Enter. The View/Edit Accounts screen appears.

Account name

Speed code

Subaccount and subsubaccount names will appear here when selected.

9001 Manufacturing

Edit Account Name Manufacturing

Status: Active

Password: None

Budget: $500

----------------------------------------------------

type in the account

Press Enter when done.

Exit Set Up

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5 Working With Accounts

Viewing and Editing Accounts

continued

5. Select the appropriate option and follow the prompts.

Edit Account Name: Select this option to make changes to the name of the account you have selected.

Status: Once you have added an account to the system, you can set the account active or inactive. Active status is the default setting for all accounts. If you have an account that you no longer wish to use, you can set the status to inactive. The inactive account will remain on the system, but you will not be able to process transactions against it.

Password: The account password is a four digit number that limits access to an account.

Budget: Select this option to edit the budget setting for an account. Assigned account budgets must include two decimal places in the dollar value inputted, (e.g. $500.00).

Spending Limit: Select this option to edit the spending limit for any account that has a set budget.

Owner: You can use this option to edit the owner name, address, and telephone number.

Description: Select this option to edit the account description.

6. Once you have finished viewing and/or editing the account information, press Enter to exit the View/Edit Accounts screen.

7. Press the left arrow key to return to the Main screen.

5-8 SV61140

Budget Manager Operating Guide

Deleting Accounts

When deleting accounts be advised that:

• Deleting an account deletes all of the information for that account

including any budget amounts. Be advised that if you do not redistribute the budget amount to another account (or subaccount), or series of accounts (or subaccounts), the total budget value will decrease by that amount.

For example, if you have the following subaccounts with the corresponding budget amounts,

Account – Engineering, Subaccount – Software ($500.00)

Account – Engineering, Subaccount – Industrial Design ($500.00),

and if you delete the Industrial Design subaccount, the total amount budgeted for the entire Engineering account will decrease from $1000.00 to $500.00.

• If there is any information connected to an account (for example,

transaction data, budget data), the system does not actually remove the account until the end of the fiscal year. Instead it marks the account as inactive. The system will notify you when the last period of the fiscal year ends. At that time, you must select the inactive accounts you want to permanently delete and redefine the yearly fiscal period.

If there is no information connected to the account, the system will actually remove the account when you delete it.

Follow the steps below to delete an account:

1. Press the Accounts key.

2. Press the right arrow key to enter the Set Up Accounts screen.

3. Select Delete Account. The Delete Account screen appears with a list of

all the available account, subaccount and subsubaccount combinations on the system. Use the down arrow key to scroll through the list.

4. Select the account you want to delete.

5. Select Delete. The Continue to Delete Account screen appears with a

warning that deleting the account will permanently erase the account.

6. Select Delete again.

7. Press the left arrow key to exit set up.

SV61140 5-9

5 Working With Accounts

Clearing Account Data

Follow the steps below to clear the account data:

1. Press the Menu key.

2. Select Set Up, then Accounting Set Up.

3. Use the down arrow key to scroll through the list of accounting set up options.

4. Select Clear Account Data.

5. Select Clear Data.

6. Press Yes.

7. Press the left arrow key to exit set up.

CAUTION! Clearing the account data permanently erases all transaction data.

5-10 SV61140

Running Mail

Chapter Contents

Selecting an Account to Print Postage................. 6-3

Selecting an Account Manually ....................... 6-3

Selecting an Account by Name ........................ 6-4

Selecting an Account by Speed Code ............... 6-4

Selecting a Mode .................................................. 6-5

Selecting a Class or Special Service .................... 6-6

Entering a Surcharge ........................................... 6-7

Selecting Advertisements .................................... 6-8

Selecting Inscriptions .......................................... 6-8

Selecting Job IDs ................................................. 6-8

SV61140

6 Running Mail

6-2 SV61140

Budget Manager Operating Guide

Selecting an Account to Print Postage

You can select an account manually by scrolling through the entire list of accounts on your system.

If you know part of the account name or the speed code, you can use the account name search or the speed code search to locate the account you want to use.

If you know only part of the account name or the speed code, you can use the account name or speed code search to narrow down the list of accounts to those that most closely match the search criteria you entered.

NOTES:

• You can use the left arrow key to toggle between the account name

and speed code search methods on the Select Account screen.

• When you select an account by name or by speed code, the search

setting remains in effect even after you leave the Select Account screen. The next time you select an account, the last search method you used will be active.

Selecting an Account Manually

Follow the steps below to select an account:

1. Press the Account screen key. The Select Account screen appears listing all of your accounts.

2. Select the Account you want to use to charge postage. Use the down arrow key to scroll through the Account list, then press the screen key that corresponds with the account name.

3. If the Account password is enabled, the Enter Account Password screen appears. If the Account password is not enabled, go to step 4.

a. Type in the password. b. Press Enter.

4. The system returns to the Main screen. The name of the account you selected appears in the Account field.

SV61140 6-3

6 Running Mail

Selecting an Account to Print Postage

continued

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 one of the Account keys. 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. The list on the screen will show all the account names that start with the characters you have entered.

4. Select the account you want to use:

•Press Enter to select the account that most closely matches the

characters you searched on;

• If a list of account names appear on the screen, press the screen

key that corresponds with the account you want to use.

The system returns to the Main screen, and the name of the account appears in the Account field.

5. If the account password is enabled, the Enter Account Password screen appears. If the account password is not enabled, go to step 4.

a. Type in the password. b. Press Enter.

Selecting an Account by Speed Code

The speed code search allows you to type in the speed code, or part of the speed code, to narrow your search.

Follow the steps below to select an account by speed code:

1. Press one of the Account keys. The Select Account screen appears listing all of your accounts.

2. If necessary, press the left arrow key to toggle to the search by speed code method.

3. Type in the speed code, or the first few numbers of the speed code. The screen will show the account names that correspond with the speed code you typed.

4. Select the account you want to use:

•Press Enter to select the account that most closely matches the

numbers you searched on;

• If a list of account names appear on the screen, press the screen

key that corresponds with the account you want to use.

The system returns to the Main screen, and the name of the account appears in the Account field.

6-4 SV61140

Budget Manager Operating Guide

Selecting an Account to Print Postage

continued

Selecting a Mode

5. If the account password is enabled, the Enter Account Password screen

appears. If the account password is not enabled, go to step 4. a. Type in the password. b. Press Enter.

In order to process mail, you need to select a postage mode that is appropriate for your mail job. To access modes, press the Mode key on the IntelliLink™ Control Centre.

The following list contains the available postage modes as well as a brief description of their use.

NOTE: The postage modes you have available to you vary depending upon the DM Series™ mailing system you are using.

Key In Postage Select this mode when you know the amount

of postage required for your mail and you intend to key this amount into the system.

W-O-W™, Select this mode when you want the system Weigh First Piece, and to automatically calculate the correct Attached Scale postage based on the weight of the piece

of mail.

Seal Only Select this mode if you do not want to apply

postage but simply seal the envelope.

See

Chapter 4, Running Mail

more information about available postage modes and directions on how to select a postage mode.

in your mailing system Operating Guide for

SV61140 6-5

6 Running Mail

Selecting a Class or Special Service

The procedure for selecting a class or special service (fee) depends on whether you enter the weight of the mail manually or use the attached external scale to weigh the piece of mail.

Use the Manual Weight Entry mode if:

•You know the weight and class of your piece of mail.

•You want to know the price of postage.

NOTE: Manual Weight Entry mode an optional feature and may not be available on your DM Series mailing system.

The external scale is optional equipment that can be used with or without tapes. Use the Attached Scale mode if:

•You have a package that cannot go through the machine.

•You want to know the weight of an envelope that you want to run through the machine.

See

Chapter 4, Running Mail

about Manual Weight Enter mode and Attached Scale mode. Each carrier has its own set of classes and each class has its own set of

special services (or fees). When you select a class, only those options available for that selection appear on the main screen.

in your Operating Guide for more information

6-6 SV61140

Budget Manager Operating Guide

Entering a Surcharge

When you select the surcharge method from the Main screen, you are setting a current transaction being processed by the Budget Manager system.

Setting a batch surcharge will override your global surcharge settings, but only for the current transaction. Once the transaction is complete, the system will revert to the global surcharge settings for the system.

You can apply a batch surcharge per piece of mail, per transaction, and/or per transaction percentage.

If you want to set up a to each and every transaction processed by the Budget Manager system, see guide.

To enter a batch surcharge:

1. At the Main screen, press the down arrow key.

2. Select Surcharge. The Batch Surcharge screen appears.

3. To clear the existing batch surcharge settings, select Clear Surcharges.

4. To add a add a surcharge per piece:

batch surcharge,

Chapter 4, Setting Up Accounting, Selecting a Surcharge Mode

The per piece, surcharge per transaction, and per transaction percentage surcharges are set to 0.

a. Select Per Piece.

or a surcharge that will be applied only to the

global surcharge,

or a surcharge that will be applied

in this

b. Type in the surcharge amount you wish to use for each individual

piece of mail and press Enter.

5. To add a surcharge per transaction:

a. Select Per Transaction. b. Type in the surcharge amount you wish to use for each transaction

and press Enter.

6. To add a surcharge per transaction percentage:

a. Select Per Transaction Percentage. b. Type in the percentage amount you wish to use and press Enter.

7. Press Enter to save you changes.

SV61140 6-7

6 Running Mail

Selecting Advertisements

Selecting Inscriptions

You can have a variety of advertisements appear on your mail. For a list of the advertisements provided with your mailing system, refer to the

Supplies and Options

machine.

1. Press the Menu key.

2. Select Meter Stamp Options.

3. Select Advertisement.

4. Use the down arrow key to scroll through the advertisements.

5. Press the screen key that corresponds with the advertisement you want to use. The advertisement then appears next to the meter stamp.

You can have a variety of inscriptions appear on your mail. For a list of the inscriptions provided with your mailing system, refer to the

Options

1. Press the Menu key.

2. Select Meter Stamp Options.

3. Select Inscription. Note: Inscriptions are not available in Canada.

4. Use the down arrow key to scroll through the advertisements.

chapter in the Operating Guide for your mailing machine.

chapter in the Operating Guide for your mailing

Supplies and

Selecting Job IDs

5. Press the screen key that corresponds with the advertisement you want to use. The advertisement then appears next to the meter stamp.

A Job ID field allows you to identify specific tasks within an account. Assigning a Job ID to a transaction allows you to track the amount of money you spend on postage, as well as how frequently you process a given transaction.

Follow the steps below to add a Job ID to a transaction:

1. From the Main screen, press the down arrow key.

2. Select Job ID. The Job ID screen appears.

3. If your system is configured to use two Job IDs, select Job ID 1 or Job ID 2. Otherwise, skip to step 4.

4. Type in the Job ID number and press Enter; or select the Most Recent Job ID option, then select the Job ID. (You can use the down arrow key to scroll through the list.)

5. The system returns to the Main screen once you have made your Job ID selection.

6. Repeat steps 2 and 3 to change or add another Job ID.

6-8 SV61140

Manual Transactions

Chapter Contents

Navigating Hints................................................... 7-3

Entering Manual Transactions............................. 7-4

Viewing the Transaction Log ................................ 7-5

Transferring Transaction Data ............................7-6

Clearing the Transaction Log .............................. 7-7

Setting the Condition for the

Log Full Warning ................................................. 7-8

Defining the Action to Take When

the Log is Full ..................................................... 7-8

SV61140

7 Manual Transactions

7-2 SV61140

Budget Manager Operating Guide

Navigating Hints

• The options available on the screen are called out by arrows. To view

more options, press the down arrow key.

• You can select a numbered option by pressing the screen key next to the

option, or by pressing the corresponding number on the keyboard and pressing the Enter key.

• To go back one screen or more, or to clear an entry, press the Clear key.

Pressing the left arrow key returns you to the main screen.

• Other selection or navigation or help information appears at the bottom

of the screen. Also, check for messages next to the arrow keys on the bottom right side of the screen.

Manual Transactions

1. Select Account

2. Select Class

3. Enter Actual Postage

4. Enter Charged Postage

5. Enter Piece Count

-------------------------------------------------

Press Enter to save.

Cancel

Save

More Classes

SV61140 7-3

7 Manual Transactions

Entering Manual Transactions

Follow the steps below to create a manual transaction.

1. Press the Menu key.

2. Select Manual Transaction. The Manual Transaction screen appears. The options you choose to use will vary depending upon your manual transaction needs.

Manual TransactionManual Transaction

Manual Transaction

Manual TransactionManual Transaction

1. Account

2. Class

3. Actual Postage

4. Charged Amount

5. Piece Count

------------------------------------------------------

Press Enter to save.

Cancel

More Classes

Save

Account: Select this option to choose an account from the available

accounts on your system to run the manual transaction against.

Class: Select this option to set the postage class. Actual Postage: Select this option to set the actual postage amount

for a piece of mail. Charged Amount: Select this option to set the postage amount that

you will be charging for each piece of mail. (This is the actual postage amount plus any surcharges you may want to add.)

Piece Count: Select this option to set the number of pieces of mail you want to process.

Job ID 1 and Job ID 2: Select these options to assign Job IDs to the manual transaction. Job ID 1 is the first level Job ID, while Job ID 2 is the second level Job ID.

Create Another: Select this option to create another manual transaction.

3. Press the Account screen key. Use one of the following methods to select an account:

• Manually scroll through the account list, then press the screen key

that corresponds with the account name; or

•Press the left arrow key to toggle the speed code search, type in the

speed code, and press Enter; or

•Press the left arrow key to toggle the account name search, type in

the account name, and press Enter.

7-4 SV61140

Budget Manager Operating Guide

Entering Manual Transactions

continued

4. Press the Class screen key.

5. Select Actual Postage. Type in the actual postage amount for a piece of

mail and press Enter.

6. Select Charged Amount. Type in the charged postage amount for a

piece of mail and press Enter.

7. Select Piece Count. Type in the number of pieces you want to mail

and press Enter.

8. Select Enter Weight. Type in the weight of a piece of mail and

press Enter.

9. Select Job ID 1.

a. Type in the Job ID number and press Enter; or b. Select the Most Recent Job ID option, select the Job ID, then

press Enter.

10. Select Job ID 2.

a. Type in the Job ID number and press Enter; or b. Select the Most Recent Job ID option, select the Job ID, then press

Enter.

11. Once you have finished setting up your manual transaction, press Enter

to save your changes. The system will return to the Main screen.

Viewing the Transaction Log

The transaction log contains a list of summary information for each of the transactions you have processed on the system. Each log contains the:

•Account;

•Transaction number and date;

• Actual postage;

• Charged amount;

• Piece count;

•Total weight;

•Transaction type;

• Carrier, class and fee (special services) used; and

• Operator ID.

SV61140 7-5

7 Manual Transactions

Viewing the Transaction Log

continued

Once you select to view the transaction log, you can view the transactions by date, by account, or by date and account. You also have the option of printing the transactions that meet the date and/or account criteria.

Follow the steps below to view the transaction log:

1. Press the Menu key.

2. Select Set Up, Accounting Set Up, then Transaction Options. The Transaction Options screen appears.

3. Select View Transaction Log. The Select Transaction By screen appears.

4. Use one of the following methods to select transactions:

• Select Date to view the transactions processed on a specific date.

Type in the date and press Enter.

• Select Account to view the transactions processed against a specific

account. Select an account from the list provided.

• Select Date and Account to view transactions processed against a

specific account on a specific date. Type in the date and press Enter. Select an account from the list provided.

5. Use the left and right arrow keys to sort through each of the transactions that met your date and/or account criteria.

Transferring Transaction Data

6. When you are done viewing the transaction log on the screen, press Enter if you would like to print it. If you do not want to print the transaction log, press the Clear key

7. If you printed the Transaction log, press the left arrow key to return to the Main screen.

You can use the transfer transaction data option to correct transactions that have been processed against with the wrong account.

Follow the steps below to select the transaction you want to transfer:

1. Press the Menu key.

2. Select Set Up, Accounting Set Up, then Transaction Options. The Transaction Options screen appears.

3. Select Transfer A Transaction. The Select Transaction By screen appears.

4. Use one of the following methods to select transactions:

• Select Date to view the transactions processed on a specific date.

Type in the date and press Enter.

• Select Account to view the transactions processed against a specific

account. Select an account from the list provided.

twice

to return to the Main screen.

• Select Date and Account to view transactions processed against a

specific account on a specific date. Type in the date and press Enter. Select an account from the list provided.

7-6 SV61140

Budget Manager Operating Guide

Transferring Transaction Data

continued

Clearing the Transaction Log

5. Use the left and right arrow keys to sort through each of the

transactions that met your date and/or account criteria.

6. Press Enter once you have found the transaction you want to transfer.

The Select Account To Transfer To screen appears.

7. Select the account you want to transfer the transaction to. The

Transaction Log screen appears with the updated account information in the Account field.

8. Press Enter.

9. Press the left arrow key to return to the Main screen.

The transaction log can hold up to 4,000 transactions, depending upon the Budget Manager package you use. When the transaction log reaches full capacity, you can clear out the log to allow the inclusion of new transactions.

Follow the steps below to clear the transaction log:

1. Press the Menu key.

2. Select Set Up, Accounting Set Up, then Transaction Options. The

Transaction Options screen appears.

3. Select Clear Transaction Log. The Clear Transaction Log screen

appears.

4. If you want to print a report select Yes. If you do not want to print a

report select No. The Continue to Clear Log screen appears.

5. Select Yes to clear the log. The system returns to the Transaction

Options screen.

6. Press the left arrow key to return to the Main screen.

SV61140 7-7

7 Manual Transactions

Setting the Condition for the Log Full Warning

Defining the Action to Take When the Log is Full

You can set the “log full warning” to notify you when the transaction log is filled to a certain percentage. The default setting is 90%, which means that when the transaction log is 90% full, you will receive a warning. The lowest setting you can use is 80%. The highest setting you can use is 100%.

Follow the steps below to set the “log full warning”:

1. Press the Menu key.

2. Select Set Up, Accounting Set Up, then Transaction Options. The Transaction Options screen appears.

3. Select Log Full Warning When. The Enter High Level Warning screen appears.

4. Press the Clear key to clear the current high level warning entry.

5. Type in the percentage you want use (from 80 to 100) and press Enter. The system returns to the Transaction Option menu.

6. Press the left arrow key to return to the Main screen.

The Action When Full option allows you to select the action you want the system to take when the transaction log is full. You can choose to stop processing mail, to continue processing mail with accounting disabled, or to process mail and overwrite the transaction log.

Follow the steps below to select the action to take when the log is full:

1. Press the Menu key.

2. Select Set Up, Accounting Set Up, then Transaction Options. The Transaction Options screen appears.

3. Select Action When Full: The Select Action screen appears.

4. Select the action you want the system to take. The system returns to the Transaction Options menu.

5. Press the left arrow key to return to the main screen.

7-8 SV61140

Running Reports

Chapter Contents

Accounting Reports.............................................. 8-3

Printing Reports .................................................. 8-3

Custom Reports ................................................... 8-4

Creating a Custom Report ...............................8-5

Viewing and Editing a Custom Report .............8-6

Deleting a Custom Report ............................... 8-6

Account Summary Report .................................... 8-7

Transaction Log Report .......................................8-7

Quick Profile Report ............................................ 8-8

Budget Performance Report................................ 8-8

Accounting Setup Report ..................................... 8-9

Account List Report ............................................. 8-9

Account Speed Code List Report........................ 8-10

Operator List Report .......................................... 8-10

Weight Break Account/Class Report ................. 8-11

Dimensional Rating Report ................................ 8-11

SV61140

8 Running Reports

8-2 SV61140

Budget Manager Operating Guide

Accounting Reports

With Budget Manager, you have the ability to create a broader range of accounting reports than you would using the standard accounting reports on your mailing system.

The following is a list of Budget Manager accounting reports:

• Custom Reports

•Account Summary

•Transaction Log

• Quick Profile*

• Budget Performance*

•Accounting Set Up

•Account List

•Account Speed Code List

• Operator List

•Weight Break Account/Class

• Dimensional Rating *You can view the Quick Profile and Budget Performance reports on the

IntelliLink™ Control Center before printing them.

Printing Reports

You can print accounting reports using an external (attached) printer if one is connected to your system.

NOTE: You must enable report printing for an operator in order for that operator to print a report. See

and Editing Operators

Follow the steps below to print a report:

1. Press the Reports key.

2. Select the report you want to print. Follow the prompts, if any, that may appear.

3. Press Enter to print the report to the attached printer.

4. Press the left arrow key to return to the main screen.

for more information.

Chapter 3, Setting Up Operators, Viewing

SV61140 8-3

8 Running Reports

Custom Reports

You can design your own report formats using the Custom Reports Report Generation feature. This tool allows you to select the report format you want (summary or detailed) as well as select the fields of information you want to appear on the report.

A summary report groups transaction information together by time period. If you select the summary report format you will be able to include any, or all, of the following data in your report:

• Account;

• Pieces;

• Postage;

• Surcharge;

• Total Charge;

• Year to Date Pieces;

• Year to Date Postage;

• Year to Date Surcharge; and

• Year to Date Total Postage.

A detailed report outputs specific information about each transaction processed by the system. If you select the detailed report format you will be able to include any, or all, of the following data in your report:

•Transaction ID;

• Date of Transaction;

• Time;

•Account;

• Carrier;

• Class/Fee;

• Job ID 1;

• Job ID 2;

• Operator;

•Total Weight;

• Pieces;

•Postage;

• Surcharge;

•Total Charge; and

•Transaction Type.

8-4 SV61140

Budget Manager Operating Guide

Custom Reports

continued

Custom Report Tips:

•“Available” options on the Select Custom Report screen indicate open spaces where you can create a new custom report.

• When selecting data to include in the report: – “Selected” appears next to the data name to indicate that it will

be used in the report.

– Each data selection you make will appear as a column in the

report.

– The “Spaces Used” counter on the bottom of the screen indicates

how much space you have left in the report. You will receive a “Not Enough Space Left” warning if you select data that exceeds the amount of space the report can take up on the printed page.

Creating a Custom Report

Follow the steps below to create a custom report.

1. Press the Reports key.

2. Select Accounting Reports, then Custom Reports.

3. Select the first Available option on the list.

4. Select Create Report.

5. Type in the report name and press Enter.

6. Select the Summary or Detailed report format.

7. Press the screen keys that correspond with the data you want to include in your report.

8. Press Enter when you are done selecting data.

9. If you selected any data that can be subtotaled, the Select Data to subtotal screen appears, otherwise go to step 9.

a. Press the screen keys that correspond with the data you want to

subtotal in your report. b. Press Enter once you are done selecting data. c. If you did not select accounts on the Select Data to Subtotal screen

then

go to step 9

appears.

i. Select Prompt for an Individual Account... to require an operator

to select an account before printing the report.

ii. Select Include All Accounts to include all accounts when

printing the report.

, otherwise the Accounts to Include screen

10. Press Enter to save the custom report.

SV61140 8-5

8 Running Reports

Custom Reports

continued

Viewing and Editing a Custom Report

Follow the steps below to view and/or edit a custom report.

1. Press the Reports key.

2. Select Accounting Reports,

3. Press the right arrow key. The Set Up Custom Reports screen appears.

4. Select View/Edit Report.

5. Select the custom report you want to view or edit. The Edit Report Name screen appears.

6. Use the left arrow key to backspace, or press the Clear key to delete the exisiting name. Type in the new report name and press Enter.

7. The Select Data to Include screen appears. a. To add data to the report, press the screen key that corresponds

with a column you want to include.

b. To remove a column from the report, press the screen key that

corresponds with a column you want to remove.

8. If you selected any data that can be subtotaled, the Select Data to subtotal screen appears, otherwise go to step 9.

a. Press the screen keys that correspond with the data you want to

subtotal in your report. b. Press Enter once you are done selecting data. c. If you did not select accounts on the Select Data to Subtotal screen

then

go to step 9

appears.

i. Select Prompt for an Individual Account... to require an operator

to select an account before printing the report.

ii. Select Include All Accounts to include all accounts when

printing the report.

9. Press Enter to save the custom report.

, otherwise the Accounts to Include screen

Deleting a Custom Report

Follow the steps below to delete a custom report from the system:

1. Press the Reports key.

2. Select Accounting Reports,

3. Press the right arrow key. The Set Up Custom Reports screen appears.

4. Select Delete Report.

5. Select the custom report you want to delete.

6. Select Yes.

7. Press the left arrow key to return to the main screen.

8-6 SV61140

Budget Manager Operating Guide

Account Summary Report

The Account Summary Report lists a summary of pieces, postage and surcharges for an account or all accounts that have been charged for the time period specified for the report.

If this report is for a single account it can be viewed on the screen.

Transaction Log Report

SV61140 8-7

The Transaction Log report lists the transaction ID, account, pieces, postage, surcharge, and total amount charged for each transaction during the time period specified on the report.

8 Running Reports

Quick Profile Report

Budget Performance Report

The Quick Profile report lists the summary of pieces, postage and surcharges for all of the Budget Manager accounts.

This report can be viewed on the screen.

Quick Profile Report

Period: JAN 01 2003 - JAN 03 2003

Pieces: 677

Postage: $393.836

Surcharge: $28.65

Total: $422.486

The Budget Performance report lists the summary of postage and surcharges against budget for an account. This report can be viewed on the screen.

If your accounting hierarchy includes subaccounts and subsubaccounts, you will only be able to select the top-level account when running this report. The individual subaccount or subsubaccount charges will appear on the printed report.

Budget Performance

Bob the Broker

Budget: $75.00

Actual: $62.686

Variance: $12.314

8-8 SV61140

Budget Manager Operating Guide

Accounting Setup Report

The Accounting Set Up report lists the options and settings for the Budget Manager application.

Account List Report

The Account List report lists the accounts that have been defined in the system with speed codes. The accounts are sorted by account name, then by subaccount and subsubaccount.

SV61140 8-9

8 Running Reports

Account Speed Code List Report

The Account Speed Code List Report lists the accounts that have been defined in the system and the account status. The report is sorted by account speed code. Account speed codes refer to chargeable accounts.

Operator List Report

The Operator List report lists the operators on the accounting system. This report contains the operator name, ID, status (enabled/disabled), and whether or not report printing is enabled (Y/N).

8-10 SV61140

Budget Manager Operating Guide

Weight Break Account/Class Report

Dimensional Rating Report

The Weight Break Account/Class report contains a summary of the pieces, postage and surcharges for each weight break by specific account accounts showing carrier/class used.

The Dimensional Rating report lists transactions made up of multiple classes that changed as a result of dimensional processing.

This report is primarily a requirement for countries that dynamically change class as mail is processed.

all

Note: The Dimensional Rating Report is not available in Canada.

SV61140 8-11

8 Running Reports

8-12 SV61140

Troubleshooting

Chapter Contents

How to Troubleshoot Budget Manager ............... 9-3

Account Limit Reached ....................................... 9-3

Account Registers Full........................................ 9-3

External Memory Not Responding ...................... 9-4

Accounting Discrepancy...................................... 9-5

SV61140

9 Troubleshooting

9-2 SV61140

Budget Manager Operating Guide

How to Troubleshoot Budget Manager

This chapter contains a list of problems you may encounter while using Budget Manager.

Refer to the Troubleshooting chapter in your mailing system operating guide for information on problems you may encounter while using the mailing system (e.g. envelope sealing problems, envelope feeding problems, tape feeding problems, etc.).

Review the problems listed in both chapters. If you are unable to find a solution, choose one of the following:

In the United States: visit www.pb.com and click on My Account to place a request for service, or call 1.800.522.0020.

In Canada: Contact the National Customer Response Centre at 1.800.672.6937.

Account Limit Reached

Error Message/Warning Action to Take

Account Limit Reached Can not create any more accounts.

Press the Select Account to Delete screen key. The Select Account screen appears. Follow the prompts to select an account to delete.

Account Registers Full

Error Message/Warning Action to Take

(Account Name) (Subaccount )–(Subsubaccount) Funds and piece count registers are full.

Account must be reset.

•Press the Print Report screen key. The Single Account Report screen appears. Follow the prompts to print the single account report and reset the account,

•Press the Reset screen key. The system resets the account.

SV61140 9-3

9 Troubleshooting

External Memory Not Responding

Error Message/Warning Action to Take

External memory not responding. Please check the USB and memory device connections.

Run mail without accounting?

Check the USB and memory device to ensure they are properly connected.

•Press the No screen key if you want to recheck the device connections. The Please Wait screen appears as the system tries to reestablish the connection.

•Press the Ye s screen key to run mail without accounting. This operation requires that an operator has supervisor access privileges.

- If operators are enabled and the current

operator has supervisor access privileges, the system disables accounting and returns to the main screen.

- If operators are enabled and the current

operator privileges, the Authorization Required screen appears. An operator with supervisor access privileges must log on to run mail without accounting.

- If operators are disabled, then the Enter

Supervisor password screen appears. The supervisor password must be entered to run mail without accounting.

does not

have supervisor access

If the problem persists, choose one of the following: In the United States:

visit www.pb.com and click on My Account to place a request for service, or call 1.800.522.0020.

In Canada: Contact the National Customer Response Centre at 1.800.672.6937.

9-4 SV61140

Accounting Discrepancy

Error Message/Warning Action to Take

Budget Manager Operating Guide

Accounting Discrepancy (postage amount) has been spent without being recorded

to the external memory.

>Make a Manual Transaction >Ignore

•Press the Make a Manual Transaction screen key

to continue running mail. The Manual Transaction screen appears with the postage amount equal to the amount listed on the Account Discrepancy screen. See

Manual Transactions, Entering Manual Transactions

•Press the Ignore screen key to stop running

mail. The system returns to the Main screen.

for more information.

Chapter 8,

SV61140 9-5

9 Troubleshooting

9-6 SV61140

Index

SV61140

I Index

I-2 SV61140

Budget Manager Operating Guide

Account limit reached 9-3 Account list report 8-9 Account registers full 9-3 Account speed code list report 8-10 Account summary reports 8-7 Accounting discrepancy 9-4 Accounting periods 4-4

creating custom periods 4-4

Accounting reports 8-3 Accounting set up report 8-9 Accounting structure 5-3

single level accounts 5-3 subaccounts 5-3 subsubaccounts 5-3

Accounts

adding sub and subsubaccounts 5-6 creating 5-4 deleting 5-9 editing spending limit 5-8 navigating hints 4-3 owner information 5-5 requiring password for setup 2-4 selecting an account to print postage 6-3 selecting by name 6-4 selecting by speed code 6-4 selecting manually 6-3 setting the budget 5-5 status 5-8 viewing and editing 5-7

Active accounts 5-8 Actual postage 7-4 Adding features 1-5 Adding postage 1-5, 2-3 Advertisements 6-8 Arrow keys

on the main screen 1-5

Backing up data 1-6 Batch count

on the main screen 1-4

Batch surcharge 4-5, 6-7 Budget Manager owner 2-5 Budget performance report 8-8 Budget setting 5-5, 5-8

Charged postage 7-4 Classes

selecting 6-6

Clearing transactions 7-7 Creating

accounts 5-4 custom accounting periods 4-4 operators 3-4 sub and subsubaccounts 5-6 supervisor password 2-3

Custom Presets 2-4 Custom reports 8-4

detail 8-4 summary 8-4

Deleting

accounts 5-9 custom reports 8-6 operators 3-5

Digital indicia on the main screen 1-4 Dimensional rating report 8-11 Discounts 4-5

Editing

accounts 5-7 budget setting 5-8 custom reports 8-6 operators 3-6

locking/unlocking 3-6 report printing 3-6

supervisor password 2-3

Enabling

operator passwords 3-3 operators 3-3 report printing 3-4

Error messages

account limit reached 9-3 account registers full 9-3 accounting discrepancy 9-4 external memory not responding 9-5

SV61140 I-3

Index

I Index

External memory not responding 9-5

Global surcharges 4-5

High level warning 7-8

Importing data 1-6 Inactive accounts 5-8 Inscriptions 6-8 IntelliLink Control Center (ICC) 1-6

main screen 1-4

Job ID 6-8

selecting 6-8

Key in Postage mode 6-5

Log full warning when 7-8

action when full 7-8

Logging off

with operators set up 1-3

Logging on

when the system is locked 1-3 with operators set up 1-3 without operators set up 1-3

Main screen

advertisement display 1-4 postage indicia 1-4 status area 1-4 weight display area 1-4

Main status area

on the main screen 1-4

Manual transactions

clearing the transaction log 7-7 entering 7-4 setting log full warning 7-8

defining action to take 7-8

transferring account data 7-6, 7-7 viewing the transaction log 7-5

Mode selection

key in postage 6-5 seal only 6-5

Modem settings 1-6

Navigating hints 1-5, 4-3

manual transactions 7-3 running mail 1-5

Normal Preset 2-4

Operator list report 8-10 Operator passwords 3-3 Operators

access level 3-4 creating 3-4 deleting 3-5 editing 3-6 enabling 3-3

passwords 3-3 locking/unlocking 3-4 viewing 3-6

Password protection 2-4 PC Transfer Utility 1-6 Per piece surcharge 4-5, 6-7 Per transaction percentage surcharge 4-5, 6-7 Per transaction surcharge 4-5, 6-7 Presets

setting 2-4

Printing postage 6-3 Printing reports 8-3

Quick profile report 8-8

Refill 2-4 Reports

account list 8-9 account speed code list 8-10 account summary 8-7

I-4 SV61140

Budget Manager Operating Guide

accounting, defined 8-3 accounting set up report 8-9 budget performance 8-8 custom 8-6

deleting 8-6

viewing and editing 8-6 dimensional rating report 8-11 operator list 8-10 printing 8-3 printing station IDs 2-5 quick profile 8-8 transaction log 8-7 weight break 8-11

Running mail

navigating hints 1-5

Seal only mode 6-5 Setting

accounts active/inactive 5-8 budget manager owner 2-5 log full warning 7-8 presets 2-4 station ID 2-5 supervisor password 2-3

Sleep mode 1-4 Special services

selecting 6-6

Speed codes 6-4

changing 5-4

Spending limit 5-5

editing 5-8

Station ID 2-5 Subaccounts

creating 5-6 deleting 5-9 viewing and editing 5-7

Subsubaccounts

creating 5-6 deleting 5-9 viewing and editing 5-7

Supervisor password 3-5

password protecting an operation 2-4 setting up 2-3

Surcharges

batch 6-7

global 4-5 per piece 4-5 per transaction 4-5 per transaction percentage 4-5

Transaction log 7-5, 7-7 Transaction log report 8-7 Transaction options 7-6, 7-7, 7-8 Transferring transaction data 7-6 Troubleshooting 9-3

account limit reached 9-3 account registers full 9-3 accounting discrepancy 9-4 external memory not responding 9-5

Unlocking

the system 1-3

Viewing

accounts 5-7 custom reports 8-6 operators 3-6 transaction log 7-6

Weight

on the main screen 1-4

Weight break report 8-11

SV61140 I-5

Index

I Index

I-6 SV61140

Pitney Bowes DM Series Budget Manager Operating Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

Table of Contents

Introduction

Logging On to Your System

If Your System is Set Up for Operators

If Your System is not Set Up for Operators

If Your System is Locked

If Your System is Set Up for Operators

Budget Manager Main Screen

Navigating Hints

Adding Postage

What’s Next

Introduction to Mailing System Setup

Setting Up the Supervisor Password

Setup Information Included in this Chapter

Where to Find Additional Setup Instructions

Password Protecting an Operation

Setting the Budget Manager Owner

Setting a Station ID

Enabling Operators

Enabling Operator Passwords

Creating Operators

Deleting Operators

Viewing and Editing Operators

Navigating Hints

Selecting the Accounting Type

Selecting the Accounting Period

Selecting the Surcharge Method

Creating Accounts

Creating an Account

Creating a Subaccount or Subsubaccount

Viewing and Editing Accounts

Deleting Accounts

Clearing Account Data

Selecting an Account to Print Postage

Selecting an Account Manually

Selecting an Account by Name

Selecting an Account by Speed Code

Selecting a Mode

Selecting a Class or Special Service

Entering a Surcharge

Selecting Advertisements

Selecting Inscriptions

Selecting Job IDs

Navigating Hints

Entering Manual Transactions

Viewing the Transaction Log

Transferring Transaction Data

Clearing the Transaction Log

Setting the Condition for the Log Full Warning

Defining the Action to Take When the Log is Full

Accounting Reports

Printing Reports

Custom Reports

Creating a Custom Report

Viewing and Editing a Custom Report

Deleting a Custom Report

Account Summary Report

Transaction Log Report

Quick Profile Report

Accounting Setup Report

Account List Report

Operator List Report

Weight Break Account/Class Report

Dimensional Rating Report

How to Troubleshoot Budget Manager

Account Limit Reached

Account Registers Full

External Memory Not Responding

Accounting Discrepancy

Index