Pitney Bowes DM Series Budget Manager Operating Guide

™

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

SV61140

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

SV61140

1 Read This First

1-2 SV61140

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.

SV61140 1-3

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.

1-4 SV61140

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.

SV61140 1-5

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.

1-6 SV61140

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

SV61140

2 Setting Up Your Mailing System

2-2 SV61140

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.

SV61140 2-3

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

2-4 SV61140

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.

SV61140 2-5

2 Setting Up Your Mailing System

2-6 SV61140

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

SV61140

3 Setting Up Operators

3-2 SV61140

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.

SV61140 3-3

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.

SV61140 3-5

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.

3-6 SV61140

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

SV61140

4 Setting Up Budget Manager

4-2 SV61140

+ 54 hidden pages