Pitney Bowes DM225 Operating Manual
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Pitney Bowes DM225 Operating Manual

Pitney Bowes DM225 Operating Manual

Pitney bowes digital mailing system operating guide models dm225 and dm300
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Operating Guide
Digital Mailing System
Models
DM225 and DM300

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  • Page 1 Operating Guide Digital Mailing System Models DM225 and DM300...

  • Page 3: Table Of Contents

    ABOUT THIS GUIDE These instructions assume that your Digital Mailing System has already been installed by yourself, using the Quick Install Guide supplied. Used after initial installation, this Guide will act as a ‘refresher’ and provide additional information on operating techniques. Later, it will act as a reference when you wish to perform an operation which is only carried out occasionally (such as changing the meter setup etc.).
  • Page 4 Contents 3. CONFIGURING YOUR SYSTEM Shows you how to setup the system to suit your own mailing operation… The Options Key … … … … … … … … … … … … … … … … … … … … … … … 3-1 Navigating the Menus …...
  • Page 5 Tape Calibration 4. ADDING POSTAGE Tells you about the Pitney Bowes Postage by Phone system and how to refill your meter with postage funds… About the Postage by Phone System … … … … … … … … … … … … … … … … 4-1 Types of Refill …...
  • Page 6 Contents 6. PROBLEMS? Tells you what to do if things go wrong… Getting Help … … … … … … … … … … … … … … … … … … … … … … … … 6-1 Power Problems … … … … … … … … … … … … … … … … … … … … … … … 6-2 Envelope Feeding Problems …...

  • Page 7: Introduction

    The DM300 system uses the Model F9MM Mailing Machine which offers a postage tape facility and envelope moistening. The DM225 system uses the F8MM Mailing Machine which is slightly slower and does not offer postage tapes or moistening. Both systems use the same Model F921 Postage Meter.

  • Page 8: Safety And Compliance

    Make sure there is no strain on the power cord. In case of an ink spill, leaking ink, or excessive ink accumulation, immediately disconnect power cord from wall plug and call your Pitney Bowes office for assistance. Earth Neutral Live WARNING: and should be easily accessible.
  • Page 9 In order to comply with Class A limits, the power cord must be 3 metres in length. Pitney Bowes certifies that the F921 Postage Meter, F8MM Mailing Machine and F9MM Mailing Machine complies with the essential requirements of the Low Voltage Directive 73/23/EEC, EMC Directive 89/336/EEC and the R&TTE Directive 1999/5/EC.

  • Page 10: Machine Identification

    Introduction Machine Identification...
  • Page 11 1. Postage Meter Stores and controls your postage. You can remove the Postage Meter from the Mailing Machine if you need to. 2. Card Slot This slot accepts ‘smartcards’ which can contain new or updated Town Circle and/or Ad (slogan) information. 3.
  • Page 12 Introduction 1. LED Lights green when your meter is on. Turns orange when your meter is in sleep mode. 2. Operator Display Shows the current status of your meter. It normally shows the settings you use most often. You can display the postage used and postage available as well as your current ad and date selections.
  • Page 13 4. Normal Preset Press to return to the meter settings you use most often. 5. Custom Presets Press to select from a list of up to 10 custom meter settings. Each preset can include a name, a postage value, an ad, and an account number.
  • Page 14 Open this cover to replace the Ink Cartridge (see Chapter 5). 3. Communications This is used to connect your system to an external device Port like a Pitney Bowes ‘N’ Series electronic postal scale or a printer. This is a standard RS-232 serial port. 4. Power Inlet Plug the power cord in here.

  • Page 15: Operation

    2. OPERATION About this Chapter This chapter explains how to perform the functions you’ll use most often. It assumes you’ve installed the equipment correctly and set it up the way you want. If you haven’t yet set up your system, or you’d like to change one or more setup options, follow the instructions in Chapter 3.

  • Page 16: Sleep Mode

    Operation Sleep Mode Your DM225/DM300 is ENERGY STAR power (“sleep”) mode after 10 minutes of inactivity. This saves energy costs and helps preserve the environment. When the system enters the sleep mode, the display goes blank and the LED switches from green to orange. Press any key to wake the system.

  • Page 17: Checking/Setting The Date

    Checking/Setting the Date The Ready Screen will show the date that is set to print on your mail (today’s date). If you wish, you can advance the date: Advancing the Date Press the Date/Ad/Insc key. Press 1 (Date). Press 1 (Advance Date). Press the Date/Ad/Insc key to advance the date one day at a time or key in the number of days you want to advance the date by.

  • Page 18: Selecting An Account

    For example, for 27p enter: and for £2.70 enter: Date: 01.01.00 Acct: None Key in the postage value you want. Select the Normal Preset. Select a Custom Preset. Using a Pitney Bowes ‘N’ Series Postal Scale £0.27 None No Account Selected Enter Enter...
  • Page 19 If you’d like to set up custom preset values or change them, see Chapter 3. Using a Pitney Bowes ‘N’ Series Postal Scale If your system is linked to a Pitney Bowes ‘N’ Series electronic postal scale, you can set the value automatically from the scale. This is described in the Operating Guide supplied with your scale.

  • Page 20: Printing Postage

    Operation Printing Postage To print an envelope without sealing... Hold the envelope by its bottom edge. Place the envelope ADDRESS SIDE UP on the feed deck. Push the envelope to the rear (A) so its top edge is up against the Mailing Machine’s back wall.

  • Page 21: Printing Tapes

    See Chapter 5 for instructions on refilling and maintaining the moistener. Printing Tapes Use tapes to apply postage to larger envelopes or parcels. On the DM225, individual tape sheets can be printed in the same way as envelopes. On the DM300, you can print tape strips one at a time or in batches of up to 25: Printing one tape on the DM300...

  • Page 22: Account/Batch Totals

    Operation Account/Batch Totals Viewing the Totals Press the Acct/Batch Totals key. If you don’t use your meter’s accounting feature, the display shows the total postage used and the total number of pieces processed. If you use the accounting feature, the display shows the batch value and number of pieces printed for the currently selected account .

  • Page 23: Postage Meter Information

    Clearing the Account/Batch To clear the accumulated postage value and piece count information from the batch register or currently selected account: Press the Acct/Batch Totals key, and while holding it down, press Clear (CE/C). The account or batch value and piece registers return to zero. CAUTION: Make sure you really want to clear the account or batch register;...
  • Page 24 Operation 2-10...

  • Page 25: Configuring Your System

    3. CONFIGURING YOUR SYSTEM The Options Key The Options key is the gateway to all your meter’s setup options. When you press Options, you’ll have access to the menu selections shown on the next page. Using these options, you can easily customize your meter to satisfy the unique requirements of your business.
  • Page 26 Configuration Options Postage Mode (page 3-4) Seal Only (page 3-4) Ink Functions (page 3-4) Meter Setup Report Reports Refill Summary (page 3-6) Account Reports Configuration Report Error Report Basic Settings Setup Menu (page 3-9) (page 3-9) Time of Day (page 3-15) Presets–normal/custom (page 3-16) Accounting Setup...

  • Page 27: The Menu Structure

    Display Contrast (page 3-9) Low Funds Warning High Value Warning Refill Setup (page 3-10) Print Position (page 3-14) Lock Code (page 3-14) Supervisor Password The Menu Structure Configuration (page 3-10) (page 3-10) Default Refill Amount Refill Mode Dialling Prefix PB Phone Number (page 3-15) PB Account Number Modem Type...

  • Page 28: Postage Mode

    Configuration Postage Mode What is it? Where is it? Action… Seal Only What is it? Where is it? Action… Ink Functions What is it? Where is it? Action… Maintenance (Purging the Print Head) What is it? Where is it? Action… Selects the meter’s standard operating mode.

  • Page 29: Print Test

    You can purge the print head up to a maximum of three times. If print quality remains poor, call Pitney Bowes. Fill Ink Reservoir What is it? Select this option to install a new ink cartridge when the system displays ‘Low Ink’...

  • Page 30: Reports

    Configuration Reports What is it? Where is it? Action… Meter Setup Report What is it? Where is it? Special Note: Refill Summary What is it? Where is it? Select this menu when you’d like to print a record of certain information.

  • Page 31: Account Reports

    Action… Date of Refill 29.12.99 15.12.99 26.11.99 Account Reports What is it? Where is it? Action… Detailed Report What is it? Where is it? Special Note: Configuration Place an envelope on the feed deck and guide it to the rear and right;...

  • Page 32: Summary Report

    Configuration Summary Report What is it? Where is it? Action… Acct Pieces 12345678 12345678 12345678 12345678 Configuration Report What is it? Where is it? Action… Error Report What is it? Where is it? Action… A summary report of your accounting information. In the Account Reports Menu.

  • Page 33: Setup Menu

    Setup Menu What is it? Select this to bring up a sub-menu of setup options available. Where is it? In the Options Menu. Select: Options > Setup Menu. Action… Allows you to select one of the following options: Basic Settings What is it? Select this to bring up a sub-menu of various system settings available.

  • Page 34: Low Funds Warning

    Configuration Low Funds Warning What is it? Where is it? Action… High Value Warning What is it? Where is it? Action… Refill Setup What is it? Where is it? Action… 3-10 The meter tells you when the postage remaining reaches a certain level.

  • Page 35: Default Refill Amount

    Default Refill Amount What is it? When you press the Refill key, the meter display automatically shows a suggested refill amount. This value is factory set at £200.00. You can change it to your own usual refill amount (the “default” value) using this function. Where is it? In the Refill Setup Menu.

  • Page 36: Dialling Prefix

    For Postage by Phone in the U.K. it is factory set to dial 08705 143492. IMPORTANT! DO NOT change this number unless you receive instructions from Pitney Bowes to do so. In the Refill Setup Menu. Select: Options > Setup Menu > Basic Settings > Refill Setup >...

  • Page 37: Pb Account Number

    Modem Type What is it? The modem is the device your meter uses to communicate over the phone lines with the Pitney Bowes Postage by Phone system. You can set the meter to use either its built-in modem or an external modem.

  • Page 38: Print Position

    Configuration Print Position What is it? Where is it? Action… Lock Code What is it? Where is it? Action… 3-14 Allows you to adjust the position of the meter impression with respect to the right edge of the envelope. You might do this to compensate for thick envelopes that present a stepped edge to the print head.

  • Page 39: Supervisor Password

    Supervisor Password What is it? This option allows you to set or change the supervisor password. The password prevents unauthorised access to the meter’s accounting setup functions. Where is it? In the Basic Settings Menu. Select: Options > Setup Menu > Basic Settings > Supervisor Password Action…...

  • Page 40: British Summer Time (Bst)

    Configuration British Summer Time (BST) What is it? Where is it? Action… Meter Clock Time What is it? Where is it? Action… Presets – Normal/Custom What is it? 3-16 This function lets you advance the meter’s clock by one hour during British Summer Time. In the Time of Day Menu.

  • Page 41: Edit Normal Preset

    • • IMPORTANT! Where is it? In the Setup Menu. Select: Options > Setup Menu > Presets–normal/custom Action… Allows you to select one of the following options: Edit Normal Preset What is it? The Normal Preset key on the control panel lets you select the meter settings you use most often at the push of a button.

  • Page 42: Edit Custom Preset

    Configuration Edit Custom Preset What is it? Where is it? Action… 3-18 The Custom Presets key on the control panel lets you select from a list of presets of the meter settings you use most often. Use this option to assign meter settings (postage value, ad and account) to a custom preset.

  • Page 43: Delete Custom Preset

    Delete Custom Preset What is it? Where is it? Action… Accounting Setup What is it? Configuration Deleting a custom preset removes all the values assigned to it. These include the preset name, postage value, ad and account. Once deleted, the preset name is “EMPTY.” CAUTION! Once you delete a preset, its values are gone forever.

  • Page 44: Enable/Disable Account

    Configuration Where is it? Action… Enable/Disable Account What is it? Where is it? Action… 3-20 Your meter stores information for 10 accounts as standard. This can be increased to 50 or 100 accounts as an optional feature. In the Setup Menu. Select Options >...

  • Page 45: Create Account

    Enter. If you don’t want to protect the account with a password, just press Enter. NOTE: If your mailing system includes a Pitney Bowes ‘N series’ Scale, use only numeric account passwords. The display shows the account name and password (if you entered one).

  • Page 46: Delete Account

    Configuration Delete an Account What is it? Where is it? Action… Change Account What is it? Where is it? Action… 3-22 This function enables you to delete (erase) an existing account. Use this function with caution – if you delete an account, the account and all its contents are lost.

  • Page 47: Clear All Accounts

    Clear All Accounts What is it? Use this function when you wish to clear the contents of all your accounts but leave the accounts themselves intact. Where is it? In the Accounting Setup Menu. Select Options > Setup Menu > Accounting Setup > Clear All Accounts Action…...

  • Page 48: Enable Clear Individual Accounts

    Configuration Enable Clear Individual Accounts What is it? Where is it? Action… Meter Graphics What is it? Where is it? Action… 3-24 When this feature is on you can clear all the information stored for a particular individual account. In the Accounting Setup Menu. Select Options >...

  • Page 49: New Ad

    ‘custom’ ads using an Ad Smartcard. ‘Standard’ ads can be purchased and ‘enabled’ by entering a code supplied by Pitney Bowes. To enable an ad via a code, see “Enable Features” on page 3-27. Where is it? In the Meter Graphics Menu.

  • Page 50: New Town Circle

    Use this function to load new Town Circle information into your meter. There may be an occasion, such as if you change address, when Pitney Bowes will supply you with an update Town Circle Smartcard. In the Meter Graphics Menu.

  • Page 51: Enable Features

    Select Options > Setup Menu > Advanced Functions > Enable Features Action… The display prompts “Enter code:” Key in the feature code Pitney Bowes gave you. Press Enter. The display prompts “Feature Enabled” and returns to the Advanced Functions Menu.

  • Page 52: Replace Print Head

    In the U.K. this option should be left in its factory supplied condition or the condition set by a Pitney Bowes service engineer. In the Advanced Functions Menu.

  • Page 53: Adding Postage

    About the Postage by Phone System The Pitney Bowes Postage by Phone System allows you to obtain postage funds for your Pitney Bowes Postage Meter without leaving your office – all you need is a telephone line. How does the system operate? The system consists of a central computer situated in our Data Centre at Harlow which holds details of the funds available in your Postage by Phone account.

  • Page 54: Connecting To A Telephone Line

    The meter cannot be used with digital ISDN lines or if your line uses pulse (LD) dialling. In these cases, call Pitney Bowes for advice. Connect the phone cord to the telephone wall socket. You may need a two way adapter (splitter) if you are using the same socket as your fax machine or telephone handset.

  • Page 55: Checking Your Postage By Phone Account Balance

    (B). Plug the adapter into a suitable wall power outlet. WARNING! Only use the AC adapter supplied by Pitney Bowes. Other adapters could damage your meter. Checking your Postage by Phone Account Balance IMPORTANT! You should always have adequate funds in your Postage by Phone account before you attempt to add postage to your meter.

  • Page 56: Performing An Auto-Refill

    The receipt contains the following information: Date: 14.09.00 Refill Amt: £200.00 Funds Available in Meter: £410.00 Total Account Balance at Pitney Bowes: £300.00 If the refill wasn’t successful, see the troubleshooting instructions in Chapter 6. 12:00 Account No.: 12345678 Meter No.: PB370000...

  • Page 57: Performing A Contingency Refill

    Performing a Contingency Refill IMPORTANT! Make sure your meter is set up to perform a Contingency Refill before you follow the instructions below. See page 3-11, Selecting the Refill Mode. Press Refill. The meter displays the normal refill amount. You can press Enter to accept the normal refill amount;...

  • Page 58: Refitting The Postage Meter

    Refill Refitting the Postage Meter If you removed the Postage Meter to carry out a refill, refit it to the Mailing Base in the following way: Push back on the meter release lever so that the bottom of the lever points to the Remove position Slide the Postage Meter into its slot making sure it is correctly seated.

  • Page 59: Maintenance

    Filling the Moistener The moistener unit is only fitted to the DM300 system. Check the moistener tank to see how much sealing solution is left. Add enough E-Z Seal sealant level up to the top of the moistener tank. We recommend E-Z Seal because it helps keep your moistener clean and improves sealing efficiency.
  • Page 60 Maintenance Maintaining the Moistener (continued) Removing and Cleaning the Brush Lift the brush holder up. Slide the brush out towards the front of the moistener tank. Clean the brush in a mild soap solution. Rinse thoroughly in plain water. Reinstalling the Brush Position the brush as shown in the top illustration so the brush’s bottom edge is under the mounting tabs.

  • Page 61: Loading The Tape Strip Feeder

    Reinstalling the Moistener Line up the yellow tab with the yellow slot. Slide the moistener tank into position on the Mailing Machine until the release lever snaps into position. Resume operation. Loading the Tape Strip Feeder The tape strip feeder is only fitted to the DM300 system. To load the tape feeder: Remove any tape strips already in the feeder by pulling them straight...

  • Page 62: Replacing The Ink Cartridge

    Maintenance Replacing the Ink Cartridge Your actual ink usage will vary, depending on whether you routinely print ads, how many mailpieces you print a day and other factors. The meter display tells you when the ink supply is low or exhausted: “Low Ink”...

  • Page 63: Problems

    By Phone If you cannot clear the fault yourself, you can arrange for one of our engineers to visit by calling the Pitney Bowes National Service Centre on: Before You Call... If you need to call, please have the following information at hand: •...

  • Page 64: Power Problems

    Problems? Power Problems No display on Postage Meter; meter won’t run • Is the power cord plugged into both the Mailing Machine and wall outlet? Make sure the power cord is not connected to a switched wall outlet which has been turned off. •...

  • Page 65: Tape Feeding Problems

    Tape Feeding Problems Improper Loading (DM300 only) Load tape strips print side up and guide them all the way into the feeder—push them in as far as they’ll go. HINT: Always remove remaining tape strips before you add a new stack. Tape or Paper Fragments in Feeder (DM300 only) Clean tape strip feeder: Remove the moistener (see...

  • Page 66: Printing Problems

    Problems? Printing Problems Meter stamp is incomplete or streaked; poor print quality Print nozzles clogged. Always ensure that your prints are clear and complete. Poor prints may be rejected by Royal Mail. If you notice missing lines in the print as shown in the illustration, perform printer maintenance as described on page 3-4 of this guide.

  • Page 67: Moistening Problems

    Problems? Moistening Problems Envelopes don’t seal (DM300 only) Incorrect feeding Make sure you slide the envelope flap under the blue edge of the feed deck. If you don’t, the moistener can’t wet the flap. Low sealant level Check the sight glass on the moistener. If the sealant level is low, refill the moistener with E-Z Seal solution.

  • Page 68: Refill Problems

    Problems? Refill Problems The display shows a series of messages during the auto-refill process This is normal. The meter is designed to display the progress of the refill. If the refill fails for any reason, the display tells you why. See pages 6-7 to 6-11 for an alphabetical listing and explanation of all display messages.

  • Page 69: Display Messages

    Remove the card and press Enter to cancel the ad installation. Try to load the ad again. If you see the same error message again, call Pitney Bowes for help. Cannot Initialise Modem There is a connection problem when using an external modem.
  • Page 70 Incorrect Code You entered an invalid lock code (password). Press Clear (CE/C) and enter the correct code. If you forgot the code, call Pitney Bowes (see page 6-1 for phone number). Incorrect Combination Code You entered an incorrect combination number during a Contingency refill.
  • Page 71 Ink Cartridge Empty The ink supply is used up. Replace the ink cartridge (see page 5-4). Inspection Due This message displays if you haven’t refilled your meter for 60 days. You can still operate your meter normally. The Data Centre normally performs this inspection during a routine modem (auto) refill by checking the funds used and the funds available.
  • Page 72 Problems? Display Messages (continued) Low Ink The ink cartridge will need replacement soon. If you don’t have a replacement cartridge on hand, you should order one now (see Chapter 7 for ordering instructions). You can still print postage when this message appears. Meter Error XXXX A four-digit error code displays.
  • Page 73 Remove the card and press Enter to cancel the installation. Try to load the town circle again. If you see the same error message again, call Pitney Bowes for help. Problems? 6-11...

  • Page 74: Blink Codes

    When you call for assistance, tell the Pitney Bowes telephone service representative what blink code you saw. This helps to isolate the problem and gets your meter up and running faster.
  • Page 75 6 Blinks—Circulation valve home position sensor Call the National Service Centre. See page 6-1. 7 Blinks—Carriage home position sensor Call the National Service Centre. See page 6-1. 8 Blinks—Home position error Call the National Service Centre. See page 6-1. 9 Blinks—Fan error Call the National Service Centre.
  • Page 76 Problems? 6-14...

  • Page 77: Reference

    Maximum Credit Setting: Reset Type: Piece Count: All Pitney Bowes postage meters are manufactured in accordance with Royal Mail’s 2002 Franking Machine Standards. This includes ascending register security, which will lock the ascending registers when the first frank takes the most significant digit of the ascending register to 9.

  • Page 78: Supplies And Accessories

    Late Night Posting Envelopes Pack of 200 Always use Pitney Bowes ink. Use of other ink may damage the print head which will not be covered by your warranty or maintenance agreement. Use of unapproved ink may also contravene Royal Mail regulations for use of a postage meter.

  • Page 79: Options

    Options Pitney Bowes offers a number of flexible options so you can tailor your mailing system to meet your exact needs today, and expand it as your business grows. Accounting Your system’s standard accounting feature tracks postage costs for up to 10 separate accounts.

  • Page 80: Hints And Tips (To Ensure Optimum Performance)

    Printer maintenance guidelines can be found in this Guide. • Only use genuine Pitney Bowes Ink and Ink Cartridges in your machine. The ink is approved by Royal Mail and designed to ensure optimum performance. The use of non Pitney Bowes ink may cause irreparable damage to the machine.
  • Page 82 FOR SERVICE AND SUPPLIES: The Pinnacles, Harlow, Essex, CM19 5BD, U.K. Form No. SDC373 RevB (10-00) © Pitney Bowes Limited, 2000 V5.04 software Printed in England...

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