Pitney Bowes Mailstation 2 Operator's Manual
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Pitney Bowes Mailstation 2 Operator's Manual

Smalloffice series digital postage meter
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Digital Postage Meter
Operator Guide
US English Version

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Summary of Contents for Pitney Bowes Mailstation 2

  • Page 1 Digital Postage Meter Operator Guide US English Version...
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  • Page 3 SV61983 Rev. H ©2012 Pitney Bowes Inc. All rights reserved. This book may not be reproduced in whole or in part in any fashion or stored in a retrieval system of any type or transmitted by any means, electronically or mechanically, without the express, written permission of Pitney Bowes.
  • Page 4 Failed units will be returned to the Pitney Bowes U.S. Service Center. For reference purposes, the Pitney Bowes U.S. Service Center contact address is: Pitney Bowes Inc., 1 Elmcroft Road, Stamford, CT, 06926-0700. All inquiries can be done by calling 1-800-468-8454 and following the telephone prompts.
  • Page 5 If trouble is experienced with this equipment, please contact Pitney Bowes, 1 Elmcroft Rd., Stamford, CT 06926-0700, for repair or warranty information (also see Servicing section above).
  • Page 6 Industry Canada This product meets the applicable Industry Canada technical specifications. The Ringer Equivalence Number (REN) is an indication of the maximum number of devices allowed to be connected to a telephone interface. The Ringer Equivalence Number (REN) of this terminal equipment is 1.0 (with the exception of the K7M0, which is 0.3).
  • Page 7 Pitney Bowes Contact List Machine Identification Product Name: mailstation ™ digital postage meter Model Number: K700 (Product Code K7M0) Resources Meter: http://pb.com/support/K7M0 Network Installation: www.pb.com/support/LAN General Questions: (800) 522-0020 Installation: (877) 817-2463 NOTE: Customer Service Representatives are available Monday through Friday, 8:00 AM - 8:00 PM EST.
  • Page 8 | Pitney Bowes Contact List This page left intentionally blank. mailstation™ 2 Digital Postal Meter | SV61983 Rev. H...

  • Page 9: Table Of Contents

    Table of Contents ..............vii 1 • Introduction ..............1-1 What's in this Guide ................1-1 About the Pitney Bowes Small Office Series ........1-2 About Your Machine ................1-2 Sections of the Meter Stamp ............... 1-3 Connecting to the Pitney Bowes Data Center ........1-3 Postal Requirements ................

  • Page 10: Table Of Contents

    Table of Contents 5 • System Settings ............5-1 System Settings .................. 5-1 Setting Contrast of LCD Display............5-1 Setting System Time ................5-2 Setting/Disabling the Lock Code ............5-4 Setting Sleep Mode Activation Time ............ 5-5 Activating Sleep Mode Manually ............5-6 Setting the High Value Warning............
  • Page 11 Table of Contents 9 • Troubleshooting ............9-1 Getting Help ..................9-1 Error Messages ................... 9-1 Blank Display..................10-3 Display Difficult to Read ..............10-3 Printing is Incomplete, Streaked, or Poor Quality......10-3 Accidentally Printing the Wrong Postage .......... 10-4 10 • Supplies & Options ...........10-1 Supplies and Accessories ..............
  • Page 12 Table of Contents This page left intentionally blank. mailstation™ 2 Digital Postal Meter | SV61983 Rev. H...

  • Page 13: Introduction

    1 • Introduction What's in this Guide Chapter 1 ● Introduction Describes the key features of your mailing system. It also includes important safety notes. Chapter 2 ● About Your System Explains the purpose and shows the location of each control and machine feature. Please read this Chapter carefully.

  • Page 14: About The Pitney Bowes Small Office Series

    $30/month in postage to $300/month and more as well as products developed specifically for people shipping mostly packages. Pitney Bowes is dedicated to helping small businesses manage their mailing needs while avoiding time-consuming trips to the Post Office.

  • Page 15: Sections Of The Meter Stamp

    Optional Printing *required only for certain classes of mail Connecting to the Pitney Bowes Data Center You can connect the mailstation to the Data Center through the Internet or an analog phone line. To connect via the Internet, you will need a PB Communication Device connecting the meter to an active network port.

  • Page 16: Postal Requirements

    ® 120 days. This postal inspection requirement can be automatically met by connecting to the Pitney Bowes Data Center to check your Postage By Phone meter payment account balance or to add ®...

  • Page 17: Specifications

    1 ● Introduction Specifications Equipment Size Base Model 8.4” (213 mm) H x 13.8” (351 mm) L x 10.4” (264 mm) D Base Model With Scale 9.1” (231 mm) H x 13.8” (351 mm) L x 10.4” (264 mm) D Weight 7.9 lbs.

  • Page 18: Important Safety Notes

    Please read all instructions before you attempt to operate the system. Save these instructions for future use. • Use only Pitney Bowes-approved supplies, in particular aerosol dusters. Improper storage and use of aerosol dusters or flammable aerosol dusters can cause an explosive-like condition that could result in personal injury and/or property damage.
  • Page 19 If you should drop or otherwise damage the unit, call Pitney Bowes. • Use only Pitney Bowes approved ink, tape strips, and cleaners. To obtain Material Safety Data Sheets (MSDS) for OSHA requirements, please go to www.pb.com/msds. When prompted, enter the product name, manufacturer, the Pitney Bowes MSDS Number, or reorder number of the item you are interested in.

  • Page 20: Important Telephone Safety Instructions

    1 ● Introduction Important Telephone Safety Instructions The machine may connect directly to an analog telephone line. For your protection, basic safety precautions should always be followed to reduce the risk of fire, electric shock, and injury to persons. These safety precautions include: WARNING: To reduce the risk of fire, use only the 26 AWG...

  • Page 21: About Your System

    2 • About Your System Parts of the Machine Item Part Description Control Panel Allows you to enter and set up information on your mailing system. Lights amber when your machine is low on ink (one blink indicates the machine is out of ink). Scale Allows you to weigh a mail piece so you (or the (optional)

  • Page 22: Control Panel

    2 ● About Your System Control Panel Item Part Description Shows the current status of your machine and Display prompts you through all setup operations in a two- line LCD. Lock Key Prevents unauthorized use of your machine if the lock feature is set up and the machine is in "sleep mode";...

  • Page 23: Connections On Back Of Machine

    Allows you to connect to an analog phone line via a standard RJ-11 phone plug (the same as a Fax machine) and connect to the Pitney Bowes Data Center to download postage and system updates. See Chapter 5 • Adding Postage/ Connecting to Data Center on page 5-1.
  • Page 24 2 ● About Your System This page left intentionally blank. mailstation™ 2 Digital Postal Meter | SV61983 Rev. H...

  • Page 25: Running Mail

    3 • Running Mail Home Screen When you power up your system, the Home screen appears on the operating display. If your system has been set up to require a Lock Code or password, you are prompted to enter it. A typical Home screen is show below (with optional scale connected and optional internal rating feature).

  • Page 26: Applying Postage

    Each method is described in its own Chapter that follows. NOTE 1: For applying postage, the mailing system does not have to be connected to the Pitney Bowes Data Center. However, when you need to add funds to your machine, you must be connected. See Chapter 5 •...
  • Page 27 3 ● Running Mail Entering Weight Manually with Optional Internal Rating Use this method when: • you already know the weight of a mail piece and you are not using the optional scale. • you are using the optional scale and the weight of the mail piece exceeds that weight limit of the scale (2 or 5 lbs., depending on model).

  • Page 28: Checking And Clearing The Batch Count

    3 ● Running Mail Weight Hold Mode The weight hold mode, when activated, allows you to rate a piece of mail even if the weight is removed from the scale. See Chapter 6 • System Settings on page 6-1. You would use this mode when the size of the mail piece covers the display screen.

  • Page 29: Clearing The Batch Count

    3 ● Running Mail Used: $ 0 3 1 . 6 0 0 Account No.: 9 9 9 9 9 9 9 9 M A Y 2 6 0 9 Available: $ 0 6 8 . 4 0 0 Batch Count: 3 4 : 3 3 p Total Pieces: 2 9 Batch Value: $ 0 0 2 .
  • Page 30 3 ● Running Mail This page left intentionally blank. mailstation™ 2 Digital Postal Meter | SV61983 Rev. H...

  • Page 31: Printing Options

    4 • Printing Options Printing Options There are various printing options available when processing mail through your machine. Refer to the table below. Used for Used for Printing Option Outgoing Incoming Mail Mail Print a normal meter stamp (postage indicia) ●...

  • Page 32: Printing A $0.00 Meter Stamp

    4 ● Printing Options Printing a $0.00 Meter Stamp If you want to check the ink imprint (meter stamp) on your machine, you can generate a $0.00 meter stamp for this purpose. At the Home screen, simply press Zero, then press Enter/yes, and slide an envelope (or tape strip) through the machine.

  • Page 33: Turning On Or Off Date Printing For The Meter Stamp

    Purchasing Other Envelope Ads for Your machine Your machine comes pre-loaded with six envelope ads. If you want another envelope ad, contact Pitney Bowes. See "Pitney Bowes Contact List" on page <?>. Ready-made items can be purchased and downloaded directly into your machine. We can also work with you to create custom ads.

  • Page 34: Adding/Removing Postal Inscription To The Meter Stamp

    Purchasing Other Postal Inscriptions for Your machine Your machine comes pre-loaded with two postal inscriptions. If you want another postal inscription, contact Pitney Bowes. See "Pitney Bowes Contact List" on page <?>. Inscriptions can be purchased and downloaded directly into your machine.

  • Page 35: Printing Envelope Ad Only (No Meter Stamp)

    4 ● Printing Options Printing Envelope Ad Only (no meter stamp) You may want to use this feature to add your company's message to incoming mail. Menu Press Use the Review keys to scroll to "Change meter stamp type?” and press Enter/yes.
  • Page 36 4 ● Printing Options This page left intentionally blank. mailstation™ 2 Digital Postal Meter | SV61983 Rev. H...

  • Page 37: System Settings

    5 • System Settings System Settings Settings settings allow you to customize your machine for the way you run your mail and add security to those features that are sensitive to your organization. These settings include: • Setting display contrast •...

  • Page 38: Setting System Time

    5 ● System Settings Setting System Time NOTE: You can change the time back as early as the beginning of the current day, and you can advance the time up to 24 hours (which means you are in the next day). Menu.

  • Page 39: Viewing The Preset

    5 ● System Settings IMPORTANT: • You cannot delete the preset, but you can define new values for the preset based on the current condition of the machine. • The preset values display after you turn on your machine or after you activate the machine from "sleep"...

  • Page 40: Setting/Disabling The Lock Code

    5 ● System Settings Storing New Values for (Changing) the Preset Establish the proper settings on your machine that you want the preset to contain (class, destination, envelope ad, etc.). NOTE: If no class is selected, you may save a postage amount as a preset.

  • Page 41: Setting Sleep Mode Activation Time

    5 ● System Settings same code to confirm. A message confirms your choice. This option forces the entry of the lock code when the machine is powered on after awakening the machine when the system was put in sleep mode after pressing Lock. Change Lock Code - Press Enter/yes at "Change Lock Code?"...

  • Page 42: Activating Sleep Mode Manually

    5 ● System Settings Activating Sleep Mode Manually You can put the machine into "sleep mode" at any time. When the machine is in sleep mode, the display is blank (except for the time in the lower right) and you can't process mail. You awaken the machine by pressing any button on the control panel.

  • Page 43: Setting The High Value Warning

    5 ● System Settings press Enter/yes. Follow the prompts to turn the feature ON or OFF. A confirmation return to the main screen. message displays and you Setting the High Value Warning You can have the machine warn you when you manually key in a postage value that is higher than a maximum amount that you specify.

  • Page 44: Selecting Tone/Pulse For Dialing Out To Data Center Via Analog Line

    5 ● System Settings message displays. When prompted to stay in setup, press No to return to main screen. Selecting Tone/Pulse for Dialing Out to Data Center via Analog Line You can tell the machine if you use a tone or pulse type phone when dialing out to the Data Center via an analog line.
  • Page 45 5 ● System Settings Once you have determined the parcel is eligible, follow the steps below to setup up Intra-BMC ZIP Code groups on you machine. Menu. Press Use the Review keys to scroll to "Change Setup" and press Enter/ yes.
  • Page 46 5 ● System Settings This page left intentionally blank. 5-10 mailstation™ 2 Digital Postal Meter | SV61983 Rev. H...

  • Page 47: Accounting Options

    6 • Accounting Options Overview of Accounting An accounting feature on a mailing machine allows you to track your postage costs by categories. These categories can represent whatever makes sense to your organization - departments, people, locations, projects, etc. Tracking your mailing expenses by category allows you to manage and budget your postal costs in a more efficient manner.

  • Page 48: Turning Accounting Feature On Or Off

    6 ● Standard Accounting Option Turning Accounting Feature ON or OFF Menu Press Turning ON Accounting - select "Turn Accounting On?" and press Enter/yes. Follow the prompts for either creating an account (if this is the first time using the feature) or selecting an account (see subsequent pages).

  • Page 49: Editing Account Name And Password

    6 ● Standard Accounting Option Editing Account Name and Password You can edit an account name and password if you wish. Menu Press Use the Review keys to scroll to "Use Accounting functions?" and press Enter/yes. Use the Review keys to scroll to "Edit an existing Account?" and press Enter/yes.

  • Page 50: Viewing Account Totals

    6 ● Standard Accounting Option Viewing Account Totals You can view your account totals any time using this option. Menu Press Use the Review keys to scroll to "Use Accounting functions?" and press Enter/yes. Use the Review keys to scroll to "View Account Postage and pieces?"...

  • Page 51: Clearing All Or Some Of The Accounts

    6 ● Standard Accounting Option Single Account Report Acct Name: S a l e s 1 1 0 0 0 2 4 M A Y 2 6 0 9 Acct Number: 1 1 2 : 2 8 p Pieces: Postage: $ 0 2 4 .

  • Page 52: Deleting An Account

    6 ● Standard Accounting Option Deleting an Account You can delete an account when necessary (for example, at the end of a fiscal year). IMPORTANT: Make sure your really want to delete an account. Once you do, the account information is gone. We suggest you print an accounting report first (see previous topic) before clearing.

  • Page 53: Reports

    7 • Reports Reports Overview Your machine allows you to view and print reports for funds usage, postage refills, and other valuable data. The printable reports are done right from your machine on an envelope or tape sheet. See Chapter 7 - Standard Accounting for information on Accounting Reports.

  • Page 54: Refill Summary Report

    7 ● Reports Refill Summary Report At Mailing Machine Menu Press Use the Review keys to scroll to "Select a report?" and press Enter/ yes. Use the Review keys to scroll to "Print refill summary?" and press Enter/yes. When prompted, insert tape sheet or envelope into the machine. The report is printed (see sample below) and you return back to the reports menu.

  • Page 55: View Software (System) Versions (On Machine Display Only)

    7 ● Reports View Software (System) Versions (on Machine Display Only) This report lists system information about your system on the machine display; it is not printed. Menu Press Use the Review keys to scroll to "Select a report?" and press Enter/ yes.

  • Page 56: Ink Maintenance

    8 • Ink Maintenance Printing a $0.00 Meter Stamp If you want to check the ink imprint (meter stamp) on your machine, you can generate a $0.00 meter stamp for this purpose. At the Home screen, press Zero, then Enter, and slide an envelope (or tape strip) through the machine.

  • Page 57: Replacing The Ink Cartridge

    8 ● Ink Installation and Maintenance Replacing the Ink Cartridge IMPORTANT: To avoid damage to the printer: • Do not leave the print head without the ink cartridge in place. • Only replace the ink cartridge using the procedure below. Menu Press Use the Review keys to scroll to "Use ink functions?"...
  • Page 58 8 ● Ink Installation and Maintenance Tilt new cartridge towards you and insert into print head. Straighten cartridge so it is upright. Close ink cover by pressing down on lock symbol in circle nearest to you. 10. Close machine cover. Press Enter/yes. 11.

  • Page 59: Printing Test Pattern

    8 ● Ink Installation and Maintenance Printing Test Pattern Running a print test may help you identify a printing problem. Menu Press Use the Review keys to scroll to "Use ink functions?" and press Enter/yes. Use the Review keys to scroll to "Print test pattern?" and press Enter/yes.

  • Page 60: Replacing The Print Head

    8 ● Ink Installation and Maintenance Replacing the Print Head This procedure should only be done under the direction IMPORTANT: or with the permission of a Pitney Bowes representative. Menu Press Use the Review keys to scroll to "Use ink functions?" and press Enter/yes.
  • Page 61 8 ● Ink Installation and Maintenance This page left intentionally blank. mailstation™ 2 Digital Postal Meter | SV61983 Rev. H...

  • Page 62: Troubleshooting

    Off and On your system. If you need to call, please have the following information at hand: • Model Identification: See Pitney Bowes Contact List at the start of this guide. • Serial number: See the back of the system.
  • Page 63 Connection made but Press Clear/Back (C); try lost before transaction again in a few minutes. completed. If problem persists call Pitney Bowes (see Pitney Bowes Contact List at the start of this guide). Inspection Due This message displays Perform a refill procedure...

  • Page 64: Blank Display

    9 ● Troubleshooting Blank Display Symptom Cause Solution Power lamp is No power coming Check that: not lit on the into machine • power cord is plugged into both machine mailing machine base and wall outlet • power cord is not connected to a switched wall outlet, power strip, or surge protector Power lamp is...

  • Page 65: Accidentally Printing The Wrong Postage

    9 ● Troubleshooting Accidentally Printing the Wrong Postage Once you have printed a meter stamp, the postage funds have been “used up” by the machine, even if the printing is illegible. That’s why it is so important to make sure the correct value is shown on the machine before inserting the mail piece or tape strip, and that you do not let the ink level get too low.

  • Page 66: Supplies & Options

    10 • Supplies & Options Supplies and Accessories Contact the Pitney Bowes Supply Line or visit the Pitney Bowes web ™ site to order supplies and accessories. Refer to the Contact Information List at the front of this guide for more information.
  • Page 67 10 ● Supplies & Options • Scale The scale allows you to accurately weigh mail and packages. You have a choice of a 2 lb. or 5 lb. capacity scale. See Chapter 6 - System Settings for scale settings. • Extension Cable for Scale The extension cable allows you to position the scale up to 48 inches from the machine for extra convenience.

  • Page 68: Appendix A • Passwords & Meter Functions

    Appendix A • Passwords & Meter Functions Passwords can be set up on your system to prevent unauthorized access to the machine and/or to a specific account. This appendix explains the effects on system functions when using either or both types of passwords.
  • Page 69 Appendix A and have set it If you have this: then... to this: Meter Password Lock Code on power-up, activated but (Lock Code) or after awakening "Lock on sleep" An Account the machine when the option is not set Password has machine was put in sleep mode by pressing Lock, been activated...

  • Page 70: Appendix B • Entering Text

    Appendix B • Entering Text When is Text Entry Used? Text is entered when: • Naming an account (with optional Standard Accounting). • Entering international country names • Entering Canada and UK Postal Codes when sending mail within those countries How is Text Entry Done? Text entry is done via the numeric keypad in a fashion similar to current cell phone text entry.

  • Page 71: Special Characters

    Appendix B Special Characters Special characters are accessed by repeatedly pressing the “1” key. Special characters include: Symbol Name Comma & Ampersand Asterisk Period Colon Currency symbol Minus sign (dash) Question mark Forward slash Backward slash Open parenthesis Close parenthesis Exclamation point “at”...

  • Page 72: Glossary

    Analog Line–a "standard" phone line supplied by the phone company. You use an analog phone line when you connect to the Pitney Bowes Data Center using your machine's modem phone jack. Analog phone lines are usually Fax lines, residential phone lines, and lines used by modems or credit card readers.
  • Page 73 An advertisement, which is an optional part of the machine stamp that lets you convey your own special message to the mail recipient. Modem–a device on your machine for connecting to the Pitney Bowes Data Center over a standard (analog) telephone line. This modem should NOT be connected to a digital line (as is used on most PBX systems in offices).
  • Page 74 Index See Options Accessories 10-4 Accidentally Printing the Wrong Postage Accounting feature (Standard) Clearing all or some of the accounts Creating an account Deleting an account Editing Account Name and Password Effects of password on meter functions Overview of Available Options Printing an accounting report (single and mulitple) Selecting an Account to Track Postage Setting passwords...
  • Page 75 Index Location and use 10-3 Problems, Being blank Entering weight manually Enter/Yes key, location and use Envelope ad Location on meter stamp Purchasing Error Messages 10-2 Extension cable option for scale Features, Overview of Machine Glossary1 Glossary High value warning, Explanation and setting Home Screen Incoming mail, Printing options See Meter stamp...
  • Page 76 Index Machine, Conections on Back Machine Settings Batch Count - Checking, Printing, and Clearing See Ink maintenance Maintenance Manually Changing Printed Date for the Meter Stamp Menu key, location and use Messages Indicating Ink Cartridge Replacement Meter serial number Location on meter stamp Meter stamp Adding/Removing postal inscription to the meter stamp Figure explaining sections...
  • Page 77 Index 10-1 List of available with internal rating option Setting a matching inscription Postal Inscriptions Adding/Removing to the Meter Stam 10-2 List of Printing option Purchasing Postal Requirements Presets Glossary2 Glossary entry Recalling preset Storing a new one Turning on or off Viewing existing preset What is a Preset Why Should I Always Include a USPS®...
  • Page 78 Index Used when rating mail Used when rating mail but overwieght piece View metric weight See Passwords Security Glossary2 Serial Number See Machine Settings Settings Sleep mode Definition Manual activation Setting sleep mode activation time Small Office Series™ Specifications Equipment See Accounting, Standard Standard Accounting 10-1...
  • Page 79 Index Viewing (Checking) the Batch Count Warnings Low Ink Weighing with optional scale Weight hold mode Weight, viewing metric What's in this Guide Zone, Entering when rating a mail piece mailstation™ 2 Digital Postal Meter | SV61983 Rev. H...
  • Page 81 1 Elmcroft Road Stamford, Connecticut 06926-0700 www.pitneybowes.com PB Form SV61983 Rev. H 4/12 © 2012 Pitney Bowes Inc. All Rights Reserved *sv61983revH*...

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