Pitney Bowes DM125 Operator's Manual
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Pitney Bowes DM125 Operator's Manual

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™
INVIEW
Accounting
for DM125 and DM225
Digital Mailing Systems
DM125
DM225
Operator Guide

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Summary of Contents for Pitney Bowes DM125

  • Page 1 ™ INVIEW Accounting for DM125 and DM225 Digital Mailing Systems DM125 DM225 Operator Guide...
  • Page 2 INVIEW, E-Z Seal and Postage By Phone are trademarks or registered trademarks of Pitney Bowes Inc. EN ER GY STAR is a registered trademark of the United States Environmental Pro tec tion Agency.
  • Page 3 Pitney Bowes Contact List DM125 DM225 Machine Identification Product Name: DM125 Digital Mailing System Model Number: PR00 Product Name: DM225 Digital Mailing System Model Number: PRL1 Resources For support information, go to www.pb.com and click on Customer Support. Click on Meters and Mailing Systems, then click on the appropriate product name link.
  • Page 4 Pitney Bowes Contact List This Page Intentionally Blank SV62371 Rev. A...

  • Page 5: Table Of Contents

    Table of Contents Table of Contents 1 • Read this First What's in this Guide ............1-1 Overview of Accounting .............1-1 INVIEW Accounting and INVIEW Meter Reporting ..1-2 ™ ™ ™ 2 • System Setup for INVIEW Accounting Introduction ................2-1 Overview of INVIEW Accounting Activation and Setup ..2-2 Activating Accounting and Selecting INVIEW as the Type 2-4 Setting Up a Supervisor Password ........2-5 Setting Up an Account Password ........2-6...
  • Page 6 Table of Contents Selecting a Class or Special Services .......4-3 5 • Transaction Options Transaction Options............5-1 Viewing a Transaction ............5-2 Adding a Manual Transaction ..........5-4 Moving (Transferring) Transaction Data from One Account to Another ............5-6 Print Transactions Log Report ...........5-8 Clearing the Transaction Log ..........5-9 Setting When Transaction Log Full Message Displays ..5-9 Defining the Action When the Transaction Log is Full ..5-10...

  • Page 7: Read This First

    1 • Read This First What's in this Guide Section Description Provides an overview of accounting, and specifically Chapter 1 what INVIEW accounting is about Read This First Explains how to configure your system to use the Chapter 2 INVIEW Accounting system ™...

  • Page 8: Inview Accounting And Inview Meter Reporting

    INVIEW Meter Reporting system whenever ™ you connect your meter to the Pitney Bowes Data Center to refill postage, check on available funds in your Postage By Phone account, or during other inspection or maintenance processes.
  • Page 9 1 • Read This First ™ ™ INVIEW Accounting and INVIEW Meter Reporting Accounting Reports Option of INVIEW ™ Meter Reporting The Accounting Reports option within the INVIEW Meter Reporting ™ system offers unparalleled flexibility in accessing and presenting in- formation about where, how, and when postage is used within your organization, based on account information.
  • Page 10 1 • Read This First This Page Intentionally Blank SV62371 Rev. A...

  • Page 11: System Setup For Inview Accounting

    (see elsewhere in this chapter). In addition, you can include account information in your custom presets. Refer to Chapter 5, Normal and Custom Presets of the DM100i, DM200L, DM125, DM225 Operator Guide (SV62276) for instructions on setting up presets. SV62371 Rev. A...

  • Page 12: Overview Of Inview Accounting Activation And Setup

    2 • System Setup for INVIEW™ Accounting Overview of INVIEW Accounting Activation and Setup The table below provides an overview of the process of setting up INVIEW accounting. It covers the entire "life cycle" of an account, from creation to deletion. Step Action Description/Procedure Turns on INVIEW Accounting.
  • Page 13 2 • System Setup for INVIEW™ Accounting Overview of INVIEW Accounting Activation and Setup Step Action Description/Procedure Allows you to choose the specific account when Select running a mail piece through the machine. See Account Chapter 4, Running Mail for procedure. Allows you to view/print the transaction data and View/Print totals for an account.

  • Page 14: Activating Accounting And Selecting Inview As The Type

    2 • System Setup for INVIEW™ Accounting Activating Accounting and Selecting INVIEW as the Type To activate the accounting feature on your mailing system and to select INVIEW as your accounting type, follow this procedure. 1. Press the Options key. 2.

  • Page 15: Setting Up A Supervisor Password

    2 • System Setup for INVIEW™ Accounting Setting Up a Supervisor Password A Supervisor password can be used to prevent unauthorized account changes within INVIEW Accounting. If you establish a Supervisor password, a user will need to enter this password to add, edit, or delete accounts;...

  • Page 16: Setting Up An Account Password

    2 • System Setup for INVIEW™ Accounting Setting Up an Account Password An account password can be used to prevent unauthorized charges to an account when running mail. If you create a password for an account, a user must enter this password before selecting it when running mail.

  • Page 17: Setting The Accounting Period

    2 • System Setup for INVIEW™ Accounting Setting the Accounting Period You need to set up the fiscal year (accounting period) so the system can track the transactions under the proper accounting dates used within your organization. You can also choose the intervals (monthly, quarterly, etc.) that you use for reporting your accounting data.
  • Page 18 2 • System Setup for INVIEW™ Accounting Setting the Accounting Period (contd.) 4. If you select Standard, you can change the Start Date and/or number of accounting (minor) periods in your fiscal year. The default Start Date is today’s date, and the default End Date is one year ahead minus one day from today's date.
  • Page 19 2 • System Setup for INVIEW™ Accounting Setting the Accounting Period (contd.) 5. If you select Custom, you can create your own accounting periods. The system automatically assigns the "Start Date" as the current date. "End Date 1" is the last day of current month, and "End Date 2"...
  • Page 20 2 • System Setup for INVIEW™ Accounting Setting the Accounting Period (contd.) The Custom Period feature allows you to create successive custom reporting "intervals" by extending End Date 1 when the first End Date 1 has been reached. For example, if you need to track your accounts on a weekly basis for a month, enter an End Date 1 that represents one week into the future, and set your End Date 2 to a date one month in advance.

  • Page 21: Setting Global Surcharges

    2 • System Setup for INVIEW™ Accounting Setting Global Surcharges A global surcharge is a permanent surcharge that you can apply to each transaction (or piece) processed by INVIEW Accounting. ™ A transaction consists of one or more mail pieces processed by INVIEW Accounting.

  • Page 22: Configuring Surcharges

    2 • System Setup for INVIEW™ Accounting Configuring Surcharges Follow the steps below to set a global surcharge or discount: 1. Press the Home key to display the Home screen, then select Select an account. 2. Select Setup INVIEW. If the supervisor password is enabled, you may need NOTE: to enter it to gain access accounting setup functions.
  • Page 23 2 • System Setup for INVIEW™ Accounting Configuring Surcharges (contd.) 5. To add a surcharge or discount per transaction: PER TRANS VALUE $xx.xx (0.01 to 50) ◄Make surcharge (+) ◄Make discount (-) a. Select Per Trans (at Step 3). b. Type the amount you wish to use for each transaction. c.

  • Page 24: Clearing All Surcharges

    2 • System Setup for INVIEW™ Accounting Clearing All Surcharges Follow the steps below to clear the global surcharges. 1. Press the Home key to display the Home screen, then select Select an account. 2. Select Setup INVIEW. If the supervisor password is enabled, you may need NOTE: to enter it to gain access accounting setup functions.

  • Page 25: Setting A Station Id

    2 • System Setup for INVIEW™ Accounting Setting a Station ID The Station ID is printed on accounting reports to identify the mailing system where the reports were generated. This feature is useful to setup when you have several different mailing systems that generate reports.

  • Page 26: Configuring The Optional Barcode Scanner

    2 • System Setup for INVIEW™ Accounting Configuring the Optional Barcode Scanner This feature allows you to set how the optional barcode scanner interprets data read from the barcode label attached to mail pieces that have a USPS Confirmation Services feature applied on them. 1.

  • Page 27: Setting Up The Optional Pc Transfer Utility

    2 • System Setup for INVIEW™ Accounting Setting Up the Optional PC Transfer Utility If you are using the optional PC Transfer Utility, you may need to enter the Host IP address and TCP Port for the PC. 1. Press the Home key to display the Home screen, then select Select an account.
  • Page 28 2 • System Setup for INVIEW™ Accounting This Page Intentionally Blank 2-18 SV62371 Rev. A...

  • Page 29: Setting Up And Working With Accounts

    3 • Setting Up and Working with Accounts Account Options Account options allow you to set up accounts customized to your needs for tracking accounting data. To access INVIEW account setup options, press the Home key to display the Home screen, press the appropriate soft key to select Select an account, then select Manage INVIEW accts.
  • Page 30 3 • Setting Up and Working With Accounts Only the lowest level of the account hierarchy is NOTE: 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.

  • Page 31: Managing Accounts

    3 • Setting Up and Working with Accounts Managing Accounts INVIEW accounts are added and maintained from the Manage Accounts screen (see below), accessed by pressing a softkey to select Select an account from the Home screen, then selecting Manage INVIEW accts. Press Page Down to view the second screen.
  • Page 32 3 • Setting Up and Working With Accounts Creating a New Account 4. Complete the fields for this account, as prompted. A. Type the account name, then select Done. When naming your accounts, the total number of NOTE: 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.

  • Page 33: Creating A Sub Account Or Subsub Account

    3 • Setting Up and Working with Accounts Creating a New Account Creating a Sub Account or SubSub Account Follow the steps below to create a new sub or sub-sub account. 1. Press the Home key to display the Home screen, then select Select an account.

  • Page 34: Viewing And Editing Accounts

    3 • Setting Up and Working With Accounts Viewing and Editing Accounts You can view or edit the account name, password, speed code, description, spending limit, and add or manage subsub accounts and/or sub accounts for all of the accounts entered into INVIEW ™...

  • Page 35: Clearing Account Data

    3 • Setting Up and Working with Accounts Clearing Account Data You should clear data only at the end of a period or when the transaction log is full. While you do not need to clear data after each period, we recommend that you print reports or transfer data to PC Transfer after each period.

  • Page 36: Deleting An Account

    3 • Setting Up and Working With Accounts Deleting an Account IMPORTANT: • Deleting an account deletes all of the information for that account. • If there is any information connected to an account (for example, transaction data), the system will not allow you to delete the account until the end of the fiscal year or until you have cleared the data in the account (see previous section).

  • Page 37: Running Mail

    3 • Setting Up Operators 4 • Running Mail ™ Home Screen with INVIEW Accounting Activated Shown below is a typical Home screen as displayed when you first log onto your system and INVIEW Accounting is activated. ™ These screens reflect the selections you've made for applying postage.

  • Page 38: Selecting An Account To Track Postage

    4 • Running Mail Selecting an Account to Track Postage You can find and select an account using any one of several search methods (see step 3 below). Follow the steps below to find and select an account. 1. Press the Home key to display the Home screen, then press the appropriate softkey to select Select an account.

  • Page 39: Applying Postage

    Place the mail piece on the integrated weighing platform (if purchased) and have the system calculate the weight and postage amount, using the system’s internal rating feature. Refer to Chapter 3, Running Mail in the DM100i, DM200L, DM125, DM225 Operator Guide (SV62276) for more information about applying postage.
  • Page 40 4 • Running Mail This Page Intentionally Blank SV62371 Rev. A...

  • Page 41: Transaction Options

    3 • Setting Up Operators 5 • Transaction Options Transaction Options Transaction options allow you to view transaction data on your mailing system, as well as to create manual transactions for an account. To access INVIEW transaction options, press the Home key to display the Home screen, press the appropriate soft key to select Select an account, then select Manage Transactions.

  • Page 42: Viewing A Transaction

    5 • Transaction Options Viewing a Transaction Follow the steps below to view the details of your transactions. 1. Press the Home key to display the Home screen, then press the appropriate softkey to select Select an account. 2. Scroll down and select Manage Transactions. 3.
  • Page 43 5 • Transaction Options Viewing a Transaction (contd.) • Select an account = name of the selected account. The name will be condensed with an ellipsis (…) if necessary. • Postage = total postage for the transaction • ChrgAmt: = total postage +/- any surcharges •...

  • Page 44: Adding A Manual Transaction

    5 • Transaction Options Adding a Manual Transaction Follow the steps below to add a manual transaction. 1. Press the Home key to display the Home screen, then select Select an account. 2. Scroll down and select Manage Transactions. 3. Select Add manual trans. The Add Man Trans menu screen is displayed.
  • Page 45 5 • Transaction Options Adding a Manual Transaction (contd.) 7. If a password has been assigned to this account, you will be prompted to enter one. Key in the 4-digit password if necessary. 8. You return to the Add Manual Trans screen with the name of the account listed (example below shows "Sales"...

  • Page 46: Moving (Transferring) Transaction Data From One Account To Another

    5 • Transaction Options Moving (Transferring) Transaction Data From One Account to Another You can use this option to correct transactions that have been processed against the wrong account. 1. Press the Home key to display the Home screen, then select Select an account.
  • Page 47 5 • Transaction Options Moving (Transferring) Transaction Data From One Account to Another (contd.) • Select an account = name of the selected account. The name will be condensed with an ellipsis (…) if necessary. • Postage = total postage for the transaction •...

  • Page 48: Print Transactions Log Report

    Use the numeric keys to enter the end date for your report in MMDDYY format. b. Select OK when done. 8. Select Print - USB printer. The report is sent to the printer. Pitney Bowes Incorporated Page: 1 Elmcroft Road Date:...

  • Page 49: Clearing The Transaction Log

    5 • Transaction Options Clearing the Transaction Log You can manually clear transaction data if you are receiving warnings that the transaction log is full, or near full. Refer to the next two sections on Transaction Log Full settings for more information about transaction log warnings.

  • Page 50: Defining The Action When The Transaction Log Is Full

    5 • Transaction Options Defining the Action When the Transaction Log is Full This 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, delete older transactions, or disable accounting. Follow the steps below to select the action for the system to take when the log is full.

  • Page 51: Accounting Reports

    3 • Setting Up Operators 6 • Reports Accounting Reports To access INVIEW accounting reports, press the Reports key to dis- play the Reports screen, then press the appropriate soft key to select Accounting Reports. REPORTS ◄Add Postage Report ◄Accounting Reports ◄Register Report INVIEW REPORTS ◄Transaction Log...

  • Page 52: Transaction Log Report

    If necessary, press the Clear (←) key to clear the existing date. Use the numeric keys to enter the end date for your report in MMDDYY format. b. The report is sent to the printer. Pitney Bowes Incorporated Page: 1 Elmcroft Road Date:...

  • Page 53: Account Summary

    3. Select the desired account or All Accounts. The Select Period to Print screen is displayed. 4. Follow the prompts to select the start date and end date. The report is sent to the printer. Pitney Bowes Incorporated Page: 1 Elmcroft Road Date:...

  • Page 54: Quick Profile Report

    6 • Reports Quick Profile Report The Quick Profile report lists the summary of pieces, postage and surcharges for all of your accounts. 1. Press the Reports key to display the Reports screen, then select Accounting Reports. 2. Select Quick Profile. The report is sent to the printer. Page: Date: JAN 30 2008...

  • Page 55: Accounting Setup Report

    6 • Reports Accounting Setup Report The Accounting Setup report lists the options and settings for your INVIEW accounting system. ™ 1. Press the Reports key to display the Reports screen, then select Accounting Reports. 2. Press the green down arrow key. 3.

  • Page 56: Account List Report

    6 • Reports Account List Report The Account List report lists the accounts that have been defined in the system and their status. The accounts are sorted by account name, then by sub account and subsub account. 1. Press the Reports key to display the Reports screen, then select Accounting Reports.

  • Page 57: Speed Code List Report

    6 • Reports Speed Code List Report The Speed Code List Report lists the accounts that have been de- fined in the system. The report is sorted by account speed code (the number that you can enter to select an account on screens that prompt you for an account).
  • Page 58 6 • Reports This Page Intentionally Blank SV62371 Rev. A...

  • Page 59: Transferring Data At The End Of Accounting Periods

    7 • Transferring Data at End of 3 • Setting Up Operators Fiscal Periods Transferring Data at the End of Accounting Periods When a standard (monthly, quarterly, twice yearly, annual) account- ing period ends, we recommend you print reports and/or transfer your data using PC Transfer.

  • Page 60: Transferring Data At End Of Fiscal Year

    7 • Transferring Data at End of Fiscal Periods Transferring Data at End of Fiscal Year Standard Accounting Periods At the end of the fiscal year, the following message will appear on the bottom of the Home screen: "Period Ended - Must clear period data to continue".

  • Page 61: Custom Accounting Periods

    7 • Transferring Data at End of Fiscal Periods Transferring Data at End of Fiscal Year Custom Accounting Periods At the end of each custom accounting period, the following message will appear on the bottom of the Home screen: "Period Ended - Must clear period data to continue".
  • Page 62 7 • Transferring Data at End of Fiscal Periods Transferring Data at the End of Fiscal Year Custom Accounting Periods (contd.) 6. Select Account. The End of Accounting Period screen is dis- played. 7. If you want to clear account data, select Clear All Data. The Confirm Clear Account Data screen is displayed.

  • Page 63: Troubleshooting

    Review the problems listed in both chapters. If you are unable to find a solution, refer to the Pitney Bowes Contact List at the front of this guide for the phone number of the Help Desk and the web site addresses.
  • Page 64 8 • Troubleshooting ™ Troubleshooting INVIEW Accounting Error Message/ Take This Action Warning External memory Check the USB and memory device to en- not responding. sure they are properly connected. Please check the • Select Try to Reconnect if you want USB and memory to recheck the device connections.
  • Page 65 Troubleshooting INVIEW Accounting Error Message/ Take This Action Warning Format Your To format your DM125 or DM225 fl ash Flash Drive: While drive: troubleshooting 1. Attach the flash drive to an available an issue, a Pitney USB port on the machine.
  • Page 66 8 • Troubleshooting This Page Intentionally Blank SV62371 Rev. A...
  • Page 67 Index Accounting.See Accounts Contact Information, Pitney Activating/Setting Up Standard Bowes iii Accounting Option , v, 2-2 Accounting, Overview on Mailing System 1-1 Help Resources iii Accounting Period, Setting Up Starting & Ending 2-7 Accounting Reports.See Reports INVIEW Accounting Overview Accounting Reports Option of INVIEW Meter Reporting INVIEW Meter Reporting 1-2 Accounting Setup Report 6-5...
  • Page 68 Index Accounting Setup Report 6-5 Setting the Condition for the Account List Report 6-6 Full Log Warning vi, 5-9 Account Summary 6-3 Transactions Log Report 6-2, 5-8 Quick Profi le Report 6-4 Troubleshooting INVIEW 8-1 Transactions Log Report 6-2, Running Mail Applying Postage 4-3 Home Screen with INVIEW Accounting Activated 4-1...
  • Page 69 Index This Page Intentionally Blank SV62371 Rev. A...
  • Page 70 1 Elmcroft Road Stamford, Connecticut 06926-0700 www.pitneybowes.com PB Form SV62371 Rev. A 01/10 ©2010 Pitney Bowes Inc. All Rights Reserved *SV62371RevA*...

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