Pitney Bowes Dm225 Users Manual

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2015-02-06

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Front Cover
Contents
Introduction
Operation
Configuration
Refill
Maintenance
Problems?
Reference

Operating Guide

Digital Mailing System

Models

DM225 and DM300

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.).

1. INTRODUCTION

Gives basic details of your new system, important safety information and acquaints you

with the different parts of the system…

About your new system … … … … … … … … … … … … … … … … … … … … 1-1

Safety and Compliance … … … … … … … … … … … … … … … … … … … … 1-2

Machine Identification … … … … … … … … … … … … … … … … … … … … … 1-4

2. OPERATION

Explains how to perform the meter functions you’ll use most often…

About this Chapter … … … … … … … … … … … … … … … … … … … … … … 2-1

Operating Checklist … … … … … … … … … … … … … … … … … … … … … … 2-1

Unlocking and Locking the Meter … … … … … … … … … … … … … … … … … 2-1

Error Messages … … … … … … … … … … … … … … … … … … … … … … … 2-1

Sleep Mode … … … … … … … … … … … … … … … … … … … … … … … … 2-2

Ready Screen … … … … … … … … … … … … … … … … … … … … … … … 2-2

Checking Funds Available … … … … … … … … … … … … … … … … … … … 2-2

Checking/Setting the Date … … … … … … … … … … … … … … … … … … … 2-3

Selecting an Advertising Slogan … … … … … … … … … … … … … … … … … 2-3

Selecting an Account … … … … … … … … … … … … … … … … … … … … … 2-4

Selecting a Value … … … … … … … … … … … … … … … … … … … … … … 2-4

Printing Postage … … … … … … … … … … … … … … … … … … … … … … … 2-6

Printing Tapes … … … … … … … … … … … … … … … … … … … … … … … 2-7

Account/Batch Totals … … … … … … … … … … … … … … … … … … … … … 2-8

Postage Meter Information … … … … … … … … … … … … … … … … … … … 2-9

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 … … … … … … … … … … … … … … … … … … … … … 3-1

The Menu Structure … … … … … … … … … … … … … … … … … … … … … 3-3

Menu Options:

Postage Mode … … … … … … … … … … … … … … … … … … … … … … 3-4

Seal Only … … … … … … … … … … … … … … … … … … … … … … … … 3-4

Ink Functions … … … … … … … … … … … … … … … … … … … … … … … 3-4

Maintenance (Purging the Print Head) … … … … … … … … … … … … … 3-4

Print Test … … … … … … … … … … … … … … … … … … … … … … … 3-5

Fill Ink Reservoir … … … … … … … … … … … … … … … … … … … … 3-5

Reports … … … … … … … … … … … … … … … … … … … … … … … … 3-6

Meter Setup Report … … … … … … … … … … … … … … … … … … … 3-6

Refill Summary … … … … … … … … … … … … … … … … … … … … … 3-6

Account Reports … … … … … … … … … … … … … … … … … … … … 3-7

Detailed Report … … … … … … … … … … … … … … … … … … … 3-7

Summary Report … … … … … … … … … … … … … … … … … … … 3-8

Configuration Report … … … … … … … … … … … … … … … … … … … 3-8

Error Report … … … … … … … … … … … … … … … … … … … … … … 3-8

Setup Menu … … … … … … … … … … … … … … … … … … … … … … … 3-9

Basic Settings … … … … … … … … … … … … … … … … … … … … … 3-9

Display Contrast … … … … … … … … … … … … … … … … … … … 3-9

Low Funds Warning … … … … … … … … … … … … … … … … … 3-10

High Value Warning … … … … … … … … … … … … … … … … … 3-10

Refill Setup … … … … … … … … … … … … … … … … … … … … 3-10

Default Refill Amount … … … … … … … … … … … … … … … … 3-11

Refill Mode … … … … … … … … … … … … … … … … … … … 3-11

Dialling Prefix … … … … … … … … … … … … … … … … … … 3-12

PB Phone Number … … … … … … … … … … … … … … … … 3-12

PB Account Number … … … … … … … … … … … … … … … … 3-13

Modem Type … … … … … … … … … … … … … … … … … … 3-13

Print Position … … … … … … … … … … … … … … … … … … … 3-14

Lock Code … … … … … … … … … … … … … … … … … … … … 3-14

Supervisor Password … … … … … … … … … … … … … … … … 3-15

Time of Day … … … … … … … … … … … … … … … … … … … … … 3-15

British Summer Time (BST) … … … … … … … … … … … … … … 3-16

Meter Clock Time … … … … … … … … … … … … … … … … … … 3-16

Presets – normal/custom … … … … … … … … … … … … … … … … 3-16

Edit Normal Preset … … … … … … … … … … … … … … … … … 3-17

Edit Custom Preset … … … … … … … … … … … … … … … … … 3-18

Delete Custom Preset … … … … … … … … … … … … … … … … 3-19

iii

Contents

Accounting Setup … … … … … … … … … … … … … … … … … … … 3-19

Enable/Disable Account … … … … … … … … … … … … … … … 3-20

Create Account … … … … … … … … … … … … … … … … … … 3-21

Delete Account … … … … … … … … … … … … … … … … … … 3-22

Change Account … … … … … … … … … … … … … … … … … … 3-22

Clear All Accounts … … … … … … … … … … … … … … … … … 3-23

Enable Passwords … … … … … … … … … … … … … … … … … 3-23

Enable Clear Individual Accounts … … … … … … … … … … … … 3-24

Meter Graphics … … … … … … … … … … … … … … … … … … … … 3-24

New Ad … … … … … … … … … … … … … … … … … … … … … 3-25

New Town Circle … … … … … … … … … … … … … … … … … … 3-26

Advanced Functions … … … … … … … … … … … … … … … … … … 3-26

Enable Features … … … … … … … … … … … … … … … … … … 3-27

Scale/Printer Cfg … … … … … … … … … … … … … … … … … … 3-27

Replace Print Head … … … … … … … … … … … … … … … … … 3-28

Tape Calibration … … … … … … … … … … … … … … … … … … 3-28

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 … … … … … … … … … … … … … … … … … … … … … … … … 4-1

Connecting to a Telephone Line … … … … … … … … … … … … … … … … … 4-2

Checking your Postage by Phone Account Balance … … … … … … … … … … … 4-3

Performing an Auto-Refill … … … … … … … … … … … … … … … … … … … … 4-4

Performing a Contingency Refill … … … … … … … … … … … … … … … … … 4-5

Refitting the Postage Meter … … … … … … … … … … … … … … … … … … … 4-6

5. MAINTENANCE

Explains how to refill your system with ‘consumables’ and how to maintain the moistener

unit…

Filling the Moistener … … … … … … … … … … … … … … … … … … … … … 5-1

Maintaining the Moistener … … … … … … … … … … … … … … … … … … … 5-1

Loading the Tape Strip Feeder … … … … … … … … … … … … … … … … … … 5-3

Replacing the Ink Cartridge … … … … … … … … … … … … … … … … … … … 5-4

Contents

6. PROBLEMS?

Tells you what to do if things go wrong…

Getting Help … … … … … … … … … … … … … … … … … … … … … … … … 6-1

Power Problems … … … … … … … … … … … … … … … … … … … … … … … 6-2

Envelope Feeding Problems … … … … … … … … … … … … … … … … … … … 6-2

Tape Feeding Problems … … … … … … … … … … … … … … … … … … … … 6-3

Printing Problems … … … … … … … … … … … … … … … … … … … … … … 6-4

Display Problems … … … … … … … … … … … … … … … … … … … … … … 6-4

Moistening Problems … … … … … … … … … … … … … … … … … … … … … 6-5

Refill Problems … … … … … … … … … … … … … … … … … … … … … … … 6-6

Display Messages … … … … … … … … … … … … … … … … … … … … … … 6-7

Blink Codes … … … … … … … … … … … … … … … … … … … … … … … 6-12

7. REFERENCE

Gives information on functions you may only need occasionally…

Specifications … … … … … … … … … … … … … … … … … … … … … … … … 7-1

Supplies and Accessories … … … … … … … … … … … … … … … … … … … 7-2

Options … … … … … … … … … … … … … … … … … … … … … … … … … 7-3

Changing Address? … … … … … … … … … … … … … … … … … … … … … … 7-3

Hints and Tips (to ensure optimum performance) … … … … … … … … … … … … 7-4

1-1

Introduction

1. INTRODUCTION

About your new system

Your new DM225/DM300 is a full-featured, programmable postage system that

lets you tailor its operation to your own unique requirements.

Your system comprises of a Postage Meter, which holds your postage and

accounting information and a Mailing Machine which transports and prints your

envelopes/tapes with postage.

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.

The system’s advanced features include:

• Space-saving, compact footprint

• ENERGY STAR® compliant design lowers operating costs and helps

preserve the environment

• Large, easy-to-read graphic display shows the meter’s status and prompts

you through all setup operations

• Easily removable meter

• Automatic date advance

• Daily piece count printing

• Keyboard selectable ads (slogans)

• Easy addition of optional ad slogans

• Convenient, one-button funds refill via Postage by Phone

• Ink jet printing provides clear, crisp meter imprints

• Versatile accounting feature stores postage costs for 10 (standard) or up to

100 (optional) departmental accounts

• Password protection limits access to authorised personnel

• Standard moistener (DM300 only) offers seal and no-seal options

• Built-in tape strip feeder holds 50 self-adhesive tapes (DM300 only)

• Communications port for an optional Pitney Bowes ‘N’ Series electronic

scale or other external device

• Report printing capability provides hard-copy records

1-2

Introduction

Safety and Compliance

Mains Connection

In most countries your system is supplied with a moulded mains lead and plug. In

other countries, or if the supplied lead is not used, the following information

applies:

1. An approved mains lead for the country concerned must be used.

2. As the colours of the wires in the mains lead of this equipment may not

correspond with the coloured markings identifying the terminals in your plug,

proceed as follows:

- The wire which is coloured green and yellow must be connected to the

terminal in the plug which is marked with the letter “E” or by the earth symbol

bbbor coloured green or green and yellow.

- The wire which is coloured blue must be connected to the terminal which is

marked with the letter “N” or coloured black.

- The wire which is coloured brown must be connected to the terminal which is

marked with the letter “L” or coloured red.

3. The wires in the supplied mains lead are coloured in accordance with the

following code:

Green and Yellow - Earth

Blue - Neutral

Brown - Live

WARNING:

THE DIGITAL MAILING SYSTEM MUST BE EARTHED

The socket outlet should be near to the equipment

and should be easily accessible.

Do not route the power cord over sharp edges or trap it

between pieces of furniture.

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.

1-3

Introduction

General

To comply with health and safety standards, operators must observe all local

standard safety precautions relating to the operation of office equipment. In

particular DO NOT remove covers from the machine.

Keep fingers, long hair, jewellery and loose clothing away from moving parts at all

times.

In order to comply with Post Office regulations, DO NOT tamper in any way with

Post Office seals.

Compliance

This is a Class A product. In a domestic environment this product may cause

interference in which case the user may be required to take adequate measures.

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.

The F8XX and F9XX series Postage Meters have been designed to work

on all Pan-European Analogue Telecommunication Networks.

For a formal Declaration of Conformity please contact Compliance

Engineering on +44 (0)1279 426731.

1-4

Introduction

1 2

789

Machine Identification

1-5

Introduction

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. Stacker Finished mailpieces are neatly stacked here.

4. Front Access Open to allow access to the print head. The Postage Meter

Cover has to be removed before this cover will open. The cover

must be closed before the Mailing Machine will operate.

5. Transport Pull the release lever forward to lower the transport deck

Release Lever and clear a stalled mailpiece. The transport deck is

interlocked; the Mailing Machine won’t run when it’s open.

6. Quick Reference This card has brief instructions describing how to ‘frank’

Card and seal an envelope. It can act as a reminder, or can help

an occasional operator use the system.

7. Moistener Press to remove the moistener from the Mailing Machine

Release Button (DM300 system only).

8. Moistener Applies sealing fluid to the envelope flap. You can seal

envelopes or leave them unsealed, depending on how you

feed them (DM300 system only).

9. Tape Feeder Holds 50 tape strips for use on oversize letters and

packages. You can print tape strips individually or up to 25

strips with the same postage value (DM300 system only).

10. Feed Deck Supports your envelope as it passes under the meter stamp

printer.

11. Meter Release Turn the lever anticlockwise to remove the meter from

Lever the mailing machine. This automatically turns off power to

the meter.

12. Power Indicator Lights when the mailing machine is on. Also flashes to

indicate an error condition.

13. Alpha Keypad Open the cover to use the alpha keypad. You’ll use the alpha

Cover keypad to set up accounts and custom presets.

1-6

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. The display also prompts you through setup

operations.

3. Lock Meter When enabled, this feature prevents unauthorised use of

your meter by requiring a four-digit code (password) to

unlock the meter. Your system is delivered with this feature

turned off.

1-7

Introduction

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.

6. Date/Ad/Insc. Press to change the date or choose the ad you want to print.

7. Account Press to see and select from a list of accounts. The meter

charges the postage used to the account you select and

stores the information for report printing. The meter is

supplied with the accounting feature turned off. If required, it

can be turned on as described on page 3-20.

8. Tape Press to print a tape strip. Apply tape strips to oversize

envelopes and packages (DM300 system only).

9. Acct/Batch Press to see the total postage used and number of pieces

Totals charged to an account. If the meter’s accounting feature is

turned off, the display shows the total postage used and

number of mailpieces processed since the batch register was

last reset.

10. Meter ID Press to see your meter’s serial number, Postage by Phone

account number, cycle counts and software versions.

11. Refill Press this button to add postage to your meter.

12. Options

(no)

Press to check print quality, print reports or set your meter

up. Also press to answer “No” to a display prompt.

13. Enter

(yes)

Press to confirm an operation or answer “Yes” to a display

prompt.

14. Funds Press to see the postage funds available, funds used and

number of mailpieces processed by the meter. You can also

print a funds (register) report.

15. Alpha Keypad Use this to type in account names and other information

when you set your meter up.

16. Numeric Keypad Use this to key in postage values, refill amounts and other

numerical information. Press CE/C to clear an entry or move

back through the setup menus to exit them.

1-8

Introduction

1. Phone Socket Plug an analogue telephone line into this socket.

This allows you to add postage automatically using the

one-button refill facility (see Chapter 4).

2. Rear Cover 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. Make sure you have read the

safety information on page 1-2 before connecting power.

IMPORTANT INFORMATION

The machine should be left connected and turned ON at all times. Turning the machine

ON and OFF will result in increased ink consumption and associated running costs.

Leaving the machine turned OFF for an extended period of time (over 30 days) may

result in damage to the print head which will not be covered by your warranty or

maintenance agreement.

2-1

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.

Operating Checklist

Before operating the system, check the following:

• Make sure the Postage Meter is correctly fitted to the Mailing Machine (see

page 4-6).

• Make sure the system is plugged into a suitable mains wall socket and the

socket is turned ON. Follow the safety precautions in Chapter 1.

• Check the level of sealing solution in the moistener (DM300 system only).

See Chapter 5.

• If you plan on printing tape strips (DM300 system only), make sure you’ve

loaded an adequate supply. See Chapter 5.

• Check that you have enough postage to handle your job (press Funds to

view the postage available). If you don’t, refill the meter (Chapter 4).

Unlocking and Locking the Meter

Your Postage Meter

may

require you to enter a four-digit code (password) to

unlock it, depending on how it’s set up. If a code is needed, key it in and press

Enter. When you’ve finished using the meter, press the Lock Meter button to

prevent unauthorised use.

If your meter is set up with accounting passwords, it prompts you for a password

each time you select an account.

Error Messages

Your meter may occasionally display a message telling you that something needs

attention or that an error condition occurred. These messages usually tell you

how to fix whatever’s wrong. See Chapter 6 for a complete listing of error

messages.

2-2

Operation

Sleep Mode

Your DM225/DM300 is ENERGY STAR® Compliant. It automatically enters a low

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. The system will revert to the normal preset settings and will

‘lock’ itself if the Meter Lock function is in use.

Ready Screen

Your meter is ready to use when you see a

display similar to this, with the ‘Ready to

Print’ prompt displayed.

This is the Ready Screen. The screen you

actually see may look slightly different,

depending on how your meter is set up.

Checking Funds Available

Press the Funds key to check the postage

funds available, the postage funds used

and the total number of mailpieces printed.

To print a record of this information,

including batch totals, place a spare

envelope on the feed deck. Guide it

towards the back of the meter and then to

the right. Press Enter (yes) to print the

following report:

£0.27

Date: 01.01.00

Ad: None

Ready to Print

-Total Meter Funds-

Unused £99.19

Used £300000.81

Pieces 5

Control Sum £300100.00

Exit . . .CE/C key

Report . . .Insert envelope

Report

Used: £300000.81 PB370000

14.09.00

Unused: £99.19 1:30

Total Pieces: 5Batch Value: £0.81

Control Sum: £300100.00 Batch Pieces: 4

When printing finishes, the meter will return to the Ready Screen.

2-3

Operation

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

1. Press the Date/Ad/Insc key.

2. Press 1 (Date).

3. Press 1 (Advance Date).

4. 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.

NOTE: You can’t advance the mail submission date by more than 30 days.

The meter will display an error message if you try. Press CE/C to clear the

message.

5. Press Enter. The meter displays the advance date and returns to the date

selection menu.

6. Press CE/C to return to the Ready Screen.

Returning to Today’s Date

The quickest way to return to today’s date is to simply press the Normal Preset

key. Your meter will will return to the settings you use most often and the date will

return to today’s date. Alternatively, you can…

1. Press the Date/Ad/Insc key.

2. Press 1 (Date).

3. Press 1 (Advance Date).

4. Press the CE/C key. The date advance returns to zero.

5. Press Enter. The meter displays the current date and returns to the date

selection menu.

6. Press CE/C to return to the Ready Screen.

Selecting an Advertising Slogan

If you have purchased ads for your meter (see page 7-2 for details), the Ready

Screen shows the current ad. “None” means no ad is selected.

To change the ad:

1. Press the Date/Ad/Insc key.

2. Press 2 (Ad).

3. Press the number of the ad you want.

4. Press Enter. The meter confirms your choice and displays the ad name on

the Ready Screen.

2-4

Operation

Selecting an Account

If you’re using the meter’s accounting

feature, you will have to select an account

before you can print postage. The meter

prompts “No Account Selected” as shown

in the example:

If you know the number of the Account you want…

Simply key in the Account number, then press the Account key.

or, if you don’t know the number of the Account you want…

1. Press the Account key to see a list of accounts. If your meter has more

than six accounts available, press the Account key repeatedly to see more.

2. Key in the account number you want.

3. Press Enter.

In either case, if no account password is needed, the display briefly shows the

account you selected and returns to the Ready Screen.

The display prompts you if an account password is needed. If it is, key in the four-

digit password and press Enter. The display shows the account you selected and

returns to the Ready Screen.

Selecting a Value

You can set the postage value in one of four ways:

• Key in the postage value you want.

• Select the Normal Preset.

• Select a Custom Preset.

• Using a Pitney Bowes ‘N’ Series Postal Scale

Each method is explained below.

Keying In the Postage Value

At the Ready Screen, key in the postage value you want, followed by Enter.

When selecting values in pounds and pence, you don’t need to use the decimal

point.

For example, for 27p enter:

and for £2.70 enter:

Enter

£0.27

Date: 01.01.00

Ad: None

Acct: None

No Account Selected

2-5

Operation

A short-cut to enter whole pound values is to enter the value in pounds followed

by the decimal point.

For example, £11.00 can be entered:

NOTE: If ‘High Value’ displays, you have entered a large postage value. The

meter checks if you want to continue. Press yes to accept the value.

To change the postage value you keyed in, press Clear (CE/C) and re-enter the

value you want.

Selecting the Normal Preset

1. At the Ready Screen, press the Normal Preset key.

2. The display shows the preset values. These are normally the meter settings

you use most often. What you see depends on how the meter was set up.

The normal preset includes a postage value and may include an ad.

If you’d like to change the normal preset values, see the instructions in

Chapter 3.

Selecting a Custom Preset

If you know the number of the Preset you want…

Simply key in the Preset number, then press the Custom Presets key.

or, if you don’t know the number of the Preset you want…

1. At the Ready Screen, press the Custom Presets key. The display lists all

presets. “Empty” means no values are assigned to the preset.

2. Press the Custom Preset key repeatedly until you see the preset you want

or simply key in the Preset’s number.

3. Press Enter to select the preset.

In either case, if the preset includes a password protected account, the display

prompts you to enter the four-digit account password. Key it in, then press Enter.

The meter confirms your choice and returns to the Ready Screen, with the Preset

loaded.

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.

Enter

2-6

Operation

Printing Postage

To print an envelope without sealing...

1. Hold the envelope by its bottom

edge.

2. Place the envelope ADDRESS SIDE

UP on the feed deck.

3. Push the envelope to the rear (A) so

its top edge is up against the Mailing

Machine’s back wall.

4. Slide the envelope to the right (B)

until the machine draws it in. The

envelope will be printed and ejected

into the stacker.

IMPORTANT NOTE:

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.

2-7

Operation

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...

1. Enter the postage value you want.

2. Press the Tape key.

3. Press Enter. The system feeds and prints a single tape strip with the

postage value you selected.

Printing more than one tape on the DM300...

1. Enter the postage value you want. The system will imprint every tape in the

batch with the same value.

2. Press the Tape key.

3. Key in the number of tapes you want. You can key in any number, up to a

maximum of 25.

4. Press Enter. The system automatically feeds and prints the number of

tapes you entered with the postage value you selected. The display says

“Printing...” and shows the number of tapes remaining to print.

See Chapter 5 for detailed instructions on loading the tape feeder.

5. To complete sealing, compress the envelope stack after moistening to

ensure proper glue adhesion.

See Chapter 5 for instructions on refilling and maintaining the moistener.

2-8

Operation

Report

Account

Report

Account No: 1 PB370000

14.09.00

Account Name: A Name 1:30

Pieces: 3

Postage: £0.81

Account/Batch Totals

Viewing the Totals

1. Press the Acct/Batch Totals key.

2. 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

Printing a Batch Register Report

1. With the Account/Batch Totals displayed, place an envelope on the feed

deck and guide it to the rear and right; or, on the DM300 press Tape.

2. The display prompts: “Print Account Report? (yes/no).”

3. Press yes (Enter) to print. The display says “Printing...Please Wait” as the

system prints the report.

A report example with accounting turned off:

A report example with an account selected:

Batch

Value: £00.81

Pieces: 4

Exit . . .CE/C Key

Report . . .Insert Envelope

or Press TAPE key

When printing finishes, the meter will return to the Ready Screen.

Used: £300000.81 PB370000

14.09.00

Unused: £99.19 1:30

Total Pieces: 5Batch Value: £0.81

Control Sum: £300100.00 Batch Pieces: 4

2-9

Operation

Clearing the Account/Batch

To clear the accumulated postage value and piece count information from the

batch register or currently selected account:

1. Press the Acct/Batch Totals key, and while holding it down, press Clear

(CE/C).

2. The account or batch value and piece registers return to zero.

CAUTION: Make sure you really want to clear the account or

batch register; once you do, you can’t restore the information.

HINT: To clear an individual account in this way, the ‘Enable Clear Individual

Accounts’ feature must be enabled as described on page 3-24.

Postage Meter Information

You may need to supply certain information

about your postage meter when you call for

help or add postage.

1. Press the Meter ID key. The display

shows information on two screens.

Screen 1 shows the meter’s model

number, meter serial number, your

Postage by Phone account number,

and the total number of mailpieces

processed by the meter and the mailing

machine base.

2. Press the Meter ID key again to see

the second screen.

Screen 2 shows software revision

levels for various meter components.

This information is for use by the Pitney

Bowes National Service Centre and our

field service representatives.

3. Press the back (CE/C) key to return to

the Ready Screen.

Model: F921

Meter Serial #: 06370000

PBP Account#: 12345678

Meter Count: 10

Base Count: 20

More . . . METER ID key

Version Numbers

UIC: 5.04

PHC: 3.01

Vault: 2B

PMC: 05172000 AAA F9MM

Flash: G

Indicia Serial#: PB370000

2-10

Operation

3-1

Configuration

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.

Navigating the Menus

• To get to a menu item; key in its number.

• Press CE/C to back-out of a menu or clear an entry.

• Press Enter (yes) to answer yes to a menu prompt; press Options (no) to

answer no.

• Use the meter’s alpha keyboard to type in account and preset names.

• All menus are self prompting – they’ll tell you what to do. This chapter

provides more detailed instructions in case you need them.

• Throughout this chapter you’ll see information presented in the form “Select:

Options > Ink Functions > Maintenance”. This is simply the sequence

needed to reach the menu item. In this example, select Options, then

choose Ink Functions, then choose Maintenance.

• Some menu items will be displayed with dashes instead of a number beside

them. These items are unavailable on your particular model of Postage

Meter and cannot be selected.

3-2

Configuration

Postage Mode

(page 3-4)

Seal Only

(page 3-4)

Ink Functions

(page 3-4)

Reports

(page 3-6)

Setup Menu

(page 3-9)

Maintenance (page 3-4)

Print Test (page 3-5)

Fill Ink Reservoir (page 3-5)

Basic Settings

(page 3-9)

Time of Day

(page 3-15)

Presets–normal/custom

(page 3-16)

Accounting Setup

(page 3-19)

Meter Graphics

(page 3-24)

Advanced Functions

(page 3-26)

British Summer Time (page 3-16)

Meter Clock Time (page 3-16)

New Ad (page 3-25)

New Town Circle (page 3-26)

Enable Features (page 3-27)

Scale/Printer Cfg (page 3-27)

Replace Print Head (page 3-28)

Tape Calibration (page 3-28)

Options

Enable/Disable Account

(page 3-20)

Create Account (page 3-21)

Delete Account (page 3-22)

Change Account (page 3-22)

Clear All Accounts (page 3-23)

Enable Passwords (page 3-23)

Enable Clear Indv Acct

(page 3-24)

Edit Normal Preset (page 3-17)

Edit Custom Preset (page 3-18)

Delete Custom Preset

(page 3-19)

Detailed Report (page 3-7)

Summary Report (page 3-8)

Meter Setup Report (page 3-6)

Refill Summary (page 3-6)

Account Reports (page 3-7)

Configuration Report (page 3-8)

Error Report (page 3-8)

3-3

Configuration

Display Contrast (page 3-9)

Low Funds Warning (page 3-10)

High Value Warning (page 3-10)

Refill Setup (page 3-10)

Print Position (page 3-14)

Lock Code (page 3-14)

Supervisor Password (page 3-15)

Default Refill Amount (page 3-11)

Refill Mode (page 3-11)

Dialling Prefix (page 3-12)

PB Phone Number (page 3-12)

PB Account Number (page 3-13)

Modem Type (page 3-13)

The Menu Structure

This diagram shows the menu structure available when

you press the Options key.

You will see that the menus follow a logical structure with

similar functions being grouped together.

Use this diagram as a quick reference to find the

function(s) you want, then jump straight to the relevant

page in this chapter.

3-4

Configuration

Maintenance (Purging the Print Head)

What is it? If you notice missing lines in the meter stamp, perform

printer maintenance. Printing an incomplete stamp may

waste postage.

Where is it? In the Ink Functions Menu.

Select: Options > Ink Functions > Maintenance.

Action… Press yes (Enter) to perform maintenance; press no

(Options) to go back to the Ink Functions Menu. If you

Postage Mode

What is it? Selects the meter’s standard operating mode. Choose this

mode to perform all routine postage printing functions.

Where is it? In the Options Menu. Select Options > Postage Mode.

Action… The display prompts: “Mode set: Postage Mode” and

returns to the Postage Mode Ready Screen.

Seal Only

What is it? Only available on the DM300. Select this option when you

want to seal envelopes but you don’t want to print postage

on them. This feature turns off postage printing and lets you

use the mailing machine as an envelope sealer.

Where is it? In the Options Menu. Select Options > Seal Only.

Action… The display prompts: “Mode set: Seal Only Mode” and then

displays the Seal Only Mode Ready Screen.

Ink Functions

What is it? Select this to bring up a sub-menu of functions which allow

you to clean the print head or test print quality.

Where is it? In the Options Menu. Select Options > Ink Functions.

Action… Allows you to select one of the following options:

Maintenance

Print Test

Fill Ink Reservoir

3-5

Configuration

Good test print

– acceptable

Incomplete test print

– unacceptable

Print Test

What is it? This function prints a test pattern for you to check for

blocked nozzles on the ink jet printing head.

Where is it? In the Ink Functions Menu.

Select: Options > Ink Functions > Print Test.

Action… Press yes (Enter) to do a test or no (Options) to cancel.

If you pressed yes, place a spare envelope on the feed

deck or press the Tape key (DM300 only). The meter prints

a test print on the envelope or tape strip.

Carefully examine the test print. It should be sharp and

clear with no gaps in the test pattern.

Press yes (Enter) if print quality is OK. The display returns

to the Ready Screen.

Press no (Options) if print quality is poor. This automatically

brings up the printer maintenance menu as described on

the previous page.

Perform the maintenance routine and print another test

print. Check the test print. If the test print still shows gaps,

perform the maintenance routine again and print another

test print.

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’ or ‘Ink Cartridge Empty’.

Where is it? In the Ink Functions Menu.

Select: Options > Ink Functions > Fill Ink Reservoir.

Action… Follow the on-screen prompts and/or refer to page 5-4 of

this guide for detailed instructions.

pressed Yes, the display prompts “Performing maintenance,

Please wait...” this usually takes several minutes.

When the purge is done, insert an envelope on the feed

deck or press the Tape key (DM300 only) to run a print test.

Then examine the print quality as described in ‘Print Test’

below.

3-6

Configuration

Reports

What is it? Select this menu when you’d like to print a record of certain

information.

Where is it? In the Options Menu. Select: Options > Reports.

Action… You’ll see the following menu choices available:

Meter Setup Report

Refill Summary

Account Reports

Configuration Report

Error Report

Key in the number of the report you want to print.

Your meter prints short reports on an envelope or tape strip.

You’ll need an external printer to generate a Meter Setup or

Detailed Accounting Report.

Meter Setup Report

What is it? A printed report of how your meter is setup. The report

shows register information, warning and timeout values,

clock settings, available ad slogans, custom preset and

accounting settings and a list of enabled features.

Where is it? In the Reports Menu.

Select: Options > Reports > Meter Setup Report.

Special Note: Your meter must be connected to an external printer to

generate this report.

Refill Summary

What is it? A printed statement of previous refills of your meter.

Where is it? In the Reports Menu.

Select: Options > Reports > Refill Summary.

3-7

Configuration

Account Reports

What is it? Select this to bring up a sub-menu of accounting reports

available.

Where is it? In the Reports Menu.

Select: Options > Reports > Account Reports.

Action… Allows you to select one of the following options:

Detailed Report

Summary

Action… Place an envelope on the feed deck and guide it to the rear

and right; or, on the DM300 press Tape. The meter prints

the report.

If the information can’t fit on one envelope/tape, the meter

will ask for a second envelope or tape to be printed.

Refill

Statement

Date of Refill Time Refill Amount

29.12.99 16:57 200.00

15.12.99 15:09 200.00

26.11.99 14.35 200.00

Account No.: 12345678

Meter No.: 6370000

Printed: 14.09.00

Page 1 of n

Detailed Report

What is it? A detailed report of your accounting information.

Where is it? In the Account Reports Menu.

Select: Options > Reports > Account Reports > Detailed

Report.

Special Note: Your meter must be connected to an external printer to

generate this report.

If you don’t have a printer, print a Summary Report as

described on the following page.

3-8

Configuration

Accounts

Summary

Acct Pieces Postage PB370000

1 12345678 £123456789 14.09.00

2 12345678 £123456789 1:30

3 12345678 £123456789

4 12345678 £123456789 Page 1 of n

Summary Report

What is it? A summary report of your accounting information.

Where is it? In the Account Reports Menu.

Select: Options > Reports > Account Reports > Summary.

Action… Place an envelope on the feed deck and guide it to the rear

and right; or, on the DM300 press Tape. The meter prints

the report. If the information can’t fit on one page, the meter

will ask for a second envelope or tape.

Configuration Report

What is it? A report showing key information about your equipment.

Prints your meter serial/account numbers and software

levels.

Where is it? In the Reports Menu.

Select Options > Reports > Configuration Report.

Action… Place an envelope on the feed deck and guide it to the rear

and right; or, on the DM300 press Tape. The meter prints

the report. If the information can’t fit on one page, the meter

will ask for a second envelope or tape.

Error Report

What is it? A report showing information useful to our service

representatives in the unlikely event that you should

encounter problems with your meter.

Where is it? In the Reports Menu.

Select Options > Reports > Error Report.

Action… Place an envelope on the feed deck and guide it to the rear

and right; or, on the DM300 press Tape. The meter prints

the report. If the information can’t fit on one page, the meter

will ask for a second envelope or tape.

3-9

Configuration

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

Time of Day

Presets – normal/custom

Accounting Setup

Meter Graphics

Advanced Functions

Basic Settings

What is it? Select this to bring up a sub-menu of various system

settings available.

Where is it? In the Setup Menu.

Select: Options > Setup Menu > Basic Settings.

Action… Allows you to select one of the following options:

Display Contrast

Low Funds Warning

High Value Warning

Refill Setup

Print Position

Lock Code

Supervisor Password

Display Contrast

What is it? Allows you to change display contrast to compensate for

different lighting conditions.

Where is it? In the Basic Settings Menu.

Select: Options > Setup Menu> Basic Settings > Display

Contrast

Action… Select the contrast level you want: 1 is the lowest; 5 is the

highest. The display changes contrast as you press each

number. Press Enter to confirm your setting. The meter

display returns to the Basic Settings Menu.

3-10

Configuration

Low Funds Warning

What is it? The meter tells you when the postage remaining reaches a

certain level. This amount is set at the factory to £10.00. If

you wish, you can change the value using this function.

Where is it? In the Basic Settings Menu.

Select: Options > Setup Menu > Basic Settings > Low

Funds Warning

Action… Key in the value you want, then press Enter. The display

shows the value you entered and returns to the Basic

Settings Menu.

High Value Warning

What is it? The display warns you when you enter a postage value

that’s more than a preset amount. This prevents you from

accidentally printing a postage value that’s more than you

need. The high value warning is factory set at £1.00. If you

wish, you can change the value using this function.

Where is it? In the Basic Settings Menu.

Select: Options > Setup Menu > Basic Settings > High

Value Warning

Action… Key in the value you want, then press Enter. The display

shows the value you entered and returns to the Basic

Settings Menu.

Refill Setup

What is it? Select this to bring up a sub-menu of settings that instruct

the meter how to add postage.

Where is it? In the Basic Settings Menu.

Select: Options > Setup Menu > Basic Settings > Refill Setup

Action… Allows you to select one of the following options:

Default Refill Amount

Refill Mode

Dialling Prefix

PB Phone Number

PB Account Number

Modem Type

3-11

Configuration

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.

Select: Options > Setup Menu > Basic Settings > Refill

Setup > Default Refill Amount

Action… Key in the postage refill amount you usually add to the

meter. This is the normal or “default” value. You can enter a

value up to £9,950. Make sure the value you enter is a

multiple of £50, as this is a requirement of the Postage by

Phone system.

Press Enter. The display shows the value you entered and

returns to the Refill Setup Menu.

Refill Mode

What is it? Allows you to set your meter to refill automatically by

modem or in exceptional circumstances, manually via the

keypad.

Where is it? In the Refill Setup Menu.

Select: Options > Setup Menu > Basic Settings > Refill

Setup > Refill Mode

Action… Under normal circumstances, with your meter connected to

an analogue phone line, select Auto-Refill.

In exceptional circumstances, such as if there is a problem

with the auto-refill process, select Contingency Refill.

NOTE: It is essential that you normally use the auto-refill

mode. Only use the contingency refill if there is a problem

with the auto-refill process.

Press Enter. The display shows your selection and goes

back to the Refill Setup Menu.

3-12

Configuration

Dialling Prefix

What is it? Some phone systems require you to dial a prefix number

(like 9) to get an outside line. Some systems also require a

pause between the prefix and the phone number you’re

dialling. This function allows you to set these parameters.

Where is it? In the Refill Setup Menu.

Select: Options > Setup Menu > Basic Settings > Refill

Setup > Dialling Prefix

Action… Key in the prefix number you want. (To enter a # sign, press

the Funds key; to enter an *, press the Refill key).

To have the meter pause after dialling the prefix, press the

decimal point (.) key.

Press Enter. The display shows the prefix you entered,

including the pause if you entered one, and goes back to

the Refill Setup Menu.

PB Phone Number

What is it? This function sets the number your meter calls to add

postage. 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.

Where is it? In the Refill Setup Menu.

Select: Options > Setup Menu > Basic Settings > Refill

Setup > PB Phone Number

Action… Key in the phone number, including the area code. Make

sure it’s correct.

Press Enter. The display shows the phone number you

entered and returns to the Refill Setup Menu.

3-13

Configuration

PB Account Number

What is it? This function sets your Postage by Phone account number

which is necessary to be able to refill your meter with

postage funds.

Your Postage by Phone account number is the 8 digit

number supplied in your Information Pack. DO NOT

confuse this account number with your general Pitney

Bowes account for purchase of machines, etc.

Where is it? In the Refill Setup Menu.

Select: Options > Setup Menu > Basic Settings > Refill

Setup > PB Account Number

Action… Type in your 8 digit Postage by Phone account number.

Double-check the number to make sure it’s correct.

Press Enter. The meter display shows the account number

you entered and returns to the Refill Setup Menu.

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. In the majority of cases the internal

modem will be used. However, there may be cases, such

as if you are using ISDN, where an external modem may be

required.

Where is it? In the Refill Setup Menu.

Select: Options > Setup Menu > Basic Settings > Refill

Setup > Modem Type

Action… Select Internal Modem or External Modem. Choose

External Modem only if the internal modem is unavailable

or unsuitable.

Press Enter. The meter display confirms your choice and

returns to the Refill Setup Menu.

3-14

Configuration

Lock Code

What is it? This option allows you to set or change the meter’s Lock

Code. The Lock Code prevents unauthorised use of your

meter by requiring a four-digit code (password) to unlock

the meter.

Where is it? In the Basic Settings Menu.

Select: Options > Setup Menu > Basic Settings > Lock

Code

Action… If a lock code already exists, the meter asks you to key it in.

Type in your current four-digit lock code and press Enter.

Type in the new four-digit lock code. If you don’t want to

use the lock feature, type 0000.

Press Enter.

Type the new code again to confirm it and press Enter. The

display shows the status of the lock feature —“Lock Code

Set” or “Lock Feature Disabled” — and returns to the Basic

Settings Menu.

Print Position

What is it? 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.

Where is it? In the Basic Settings Menu.

Select Options > Setup > Basic Settings > Print Position

Action… Press 1 to shift the print position slightly to the left. Press

again to shift it more to the left.

Press 2 to shift the print position slightly to the right.

Press Enter when you’re done. The display shows the print

position you selected and returns to the Basic Settings

Menu.

HINT: Test your setting by printing a zero (0.00) meter

stamp on a sample mailpiece. Check print quality and make

sure the imprint is where you want it.

3-15

Configuration

Time of Day

What is it? Select this to bring up a sub-menu of settings which relate

to the meter’s internal clock.

Where is it? In the Setup Menu.

Select: Options > Setup Menu > Time of Day

Action… Allows you to select one of the following options:

British Summer Time

Meter Clock Time

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… Type in your current supervisor password and press Enter.

Type in the new supervisor password. If you don’t want to

use the supervisor password feature, type 0000.

NOTE: The meter won’t let you disable the supervisor

password if account passwords are in use.

Press Enter.

Type in the new code again to confirm it. Press Enter. The

display shows the status of the lock feature — “Supervisor

Password Set” or “Supervisor Password Disabled”—and

returns to the Basic Settings Menu.

3-16

Configuration

Meter Clock Time

What is it? This function lets you adjust the meter’s clock if it is

showing the incorrect time.

Where is it? In the Time of Day Menu.

Select: Options > Setup Menu > Time of Day > Meter

Clock Time

Action… Key in the correct time in 24 hour format.

Press Enter. The display shows the time set and returns to

the Time of Day Menu.

NOTE: The clock adjustment is limited. If you go beyond

this limit, the meter displays an error message.

British Summer Time (BST)

What is it? This function lets you advance the meter’s clock by one

hour during British Summer Time.

Where is it? In the Time of Day Menu.

Select: Options > Setup Menu > Time of Day >

British Summer Time

Action… The display shows the current time and tells you if ‘summer

time’ is On or Off. It also asks if you want to change the

setting.

Press no (Options) if you don’t want to change the setting.

Press yes (Enter) if you do.

The display shows the setting you chose and returns to the

Time of Day Menu.

Presets – Normal/Custom

What is it? Your meter stores settings for one normal and 10 custom

presets. Select this option to bring up a sub-menu of

functions which relate to presets. You can assign the

settings below to each preset:

• A name up to eight alphanumeric characters long

(does not apply to the normal preset).

• A postage value

3-17

Configuration

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. Use this option to assign meter settings (postage

value and ad) to this key.

Where is it? In the Presets–normal/custom Menu.

Select Options > Setup Menu > Presets–normal/custom >

Edit Normal Preset

Action… The display prompts you to for the postage value you want.

Key in the postage value you want to assign to the normal

preset and press Enter. The display shows the value you

entered and, if your meter has ads, prompts you to select

an ad from the list.

Key in the number of the ad you want, and press Enter. If

your meter has more ads than the display can show at one

time, press the Date/Ad/Insc key to see them. If you don’t

want to assign an ad, key in 0 (None) and press Enter.

The display shows the choices you made. Press Enter to

accept them or back (CE/C) to go back if they are wrong.

If everything was OK and you pressed Enter, the meter will

return to the Presets–normal/custom Menu.

• An ad (if you have ads in your meter).

• A department account number to custom presets

only (if your meter’s accounting feature is enabled).

IMPORTANT!

1. You can’t specify a preset postage value that’s equal to

or greater than the maximum settable limit.

2. Preset postage values are subject to the high value

warning.

3. If the ad slogan specified by a preset is not available at

the time of recall, the meter displays an error message.

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

Edit Custom Preset

Delete Custom Preset

3-18

Configuration

Edit Custom Preset

What is it? 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.

Where is it? In the Presets–normal/custom Menu.

Select Options > Setup Menu > Presets–normal/custom >

Edit Custom Preset

Action… The display shows a list of presets numbered from 0

(Normal Preset) to 10.

To select a preset to edit, press the number next to its

name and press Enter. “Empty” presets are not currently in

use.

The display asks you to enter a name for the preset. Type

in a name up to eight characters long using the meter’s

alpha and numeric keyboards. When you’re done, press

Enter. The display shows the preset name and prompts

you to enter a postage value you want.

Key in the postage value you want to assign to the custom

preset and press Enter. The display shows the value you

entered and, if your meter has ads, prompts you to select

an ad from the list.

Key in the number of the ad you want and press Enter. If

your meter has more ads than the display can show at one

time, press the Date/Ad/Insc key to see them. If you don’t

want to assign an ad, key in 0 (None) and press Enter.

If accounting is enabled, the display now prompts you to

select an account.

NOTE: If you want to use a different ad than the one you

selected, press the back (CE/C) key to choose another.

Key in the number of the account you want and press

Enter. If you don’t want to assign an account, key in 0 and

press Enter.

The display shows all the choices you made. Press Enter

to accept them or back (CE/C) to go back if they are wrong.

At this point the display shows a list of all presets. You can:

– Select another preset to edit.

– Press back to return to the Setup Options Menu.

– Press back again to return to the Ready Screen.

3-19

Configuration

Accounting Setup

What is it? Select this to bring up a sub-menu of options which enable

you to administer the accounting functions in your meter.

You can set your meter up to track postage costs incurred

by individuals or departments in your organisation (e.g.,

engineering, marketing, human resources). Your meter

stores the following information for each account:

• A name up to 15 alphanumeric characters long

• An account ID number

• The item total. This is the total number of mailpieces

charged to an account since it was last cleared.

• The value total. This is the total amount of postage

charged to an account since it was last cleared.

• An account password

Delete Custom Preset

What is it? 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. Make sure you really want to delete it.

Where is it? In the Presets–normal/custom Menu.

Select Options > Setup Menu > Presets–normal/custom >

Delete Custom Preset

Action… The display lists all the presets. Key in the number next to

the preset you want to delete and press Enter.

The display asks if you want to delete the selected preset.

Press yes (Enter) if you do; press no (Options) if you don’t.

If you pressed yes, the display tells you the preset is

deleted and returns to the Presets–normal/custom Menu.

You can edit or delete more presets or press back (CE/C)

to return to the Setup Menu. Press back again to return to

the Ready Screen.

If you pressed no, the display returns to the preset list.

Either select the preset you want to delete or press back

(CE/C) to return to the Setup Menu. Press back again to

return to the Ready Screen.

3-20

Configuration

Enable/Disable Account

What is it? This function allows you to turn all the accounting functions

within your meter on or off.

Where is it? In the Accounting Setup Menu.

Select Options > Setup Menu > Accounting Setup >

Enable/Disable Account

Action… If a Supervisor Password has been set, you must enter this

before you can gain access to the Accounting Setup Menu.

Key in the four-digit password followed by Enter.

When you select Enable/Disable Account the display shows

you whether accounting is enabled (on) or disabled (off).

Press 1 to enable accounting; 2 to disable accounting.

Press Enter. The display shows your choice and returns to

the Accounting Setup Menu.

Your meter stores information for 10 accounts as standard.

This can be increased to 50 or 100 accounts as an optional

feature.

Where is it? In the Setup Menu.

Select Options > Setup Menu > Accounting Setup

NOTE: The display may prompt you to enter a supervisor

password, depending on how your meter is set up. This

limits accounting access to authorised personnel.

Action… Allows you to select one of the following options:

Enable/Disable Account

Create Account

Delete Account

Change Account

Clear All Accounts

Enable Passwords

Enable Clear Individual Account

3-21

Configuration

Create Account

What is it? This function enables you to create a new account.

Where is it? In the Accounting Setup Menu.

Select Options > Setup Menu > Accounting Setup >

Create Account

Action… If a Supervisor Password has been set, you must enter this

before you can gain access to the Accounting Setup Menu.

Key in the four-digit password followed by Enter.

When you select Create Account, you will be asked to type

a name for the new the account. It can be up to 15

alphanumeric characters long. Use the alpha keypad to

type letters.

Press Enter. The display prompts you to enter a password

for the account.

HINT: If account passwords are not enabled, the display

won’t prompt you for a password.

Type in a password, up to four alphanumeric characters

long, and press 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).

If you want to change the information you just entered,

press no (CE/C) and re-enter the account name and

password.

If OK, press yes (Enter) to confirm the information you just

typed.

The display asks if you want to create another account.

This is a good idea if you’re creating accounts for the first

time.

Press yes (Enter) to create another account. Then follow

the steps above.

Press no (Options) to return to the Accounting Setup Menu.

3-22

Configuration

Delete an Account

What is it? 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.

Where is it? In the Accounting Setup Menu.

Select Options > Setup Menu > Accounting Setup >

Delete Account

Action… If a Supervisor Password has been set, you must enter this

before you can gain access to the Accounting Setup Menu.

Key in the four-digit password followed by Enter.

The display shows a list of accounts. If there are more

accounts than the display can show, press the Account

key to see them. Select the account you want to delete.

Press Enter. The display shows the account you want to

delete and asks you to confirm the deletion. Remember,

once you delete the account, all the information associated

with it is gone forever.

Press CE/C if you don’t want to delete. The display returns

to the Accounting Setup menu.

Press Enter to delete the account. The display shows the

name of the account you deleted and returns to the

Accounting Setup menu.

Change Account

What is it? This function allows you to modify the setup of an existing

account.

Where is it? In the Accounting Setup Menu.

Select Options > Setup Menu > Accounting Setup >

Change Account

Action… If a Supervisor Password has been set, you must enter this

before you can gain access to the Accounting Setup Menu.

Key in the four-digit password followed by Enter.

The display shows a list of accounts from which to choose.

If there are more accounts than the display can show, press

the Account key to see them.

Select the account you want to change and press Enter.

Follow the steps in Creating an Account on page 3-21.

3-23

Configuration

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… If a Supervisor Password has been set, you must enter this

before you can gain access to the Accounting Setup Menu.

Key in the four-digit password followed by Enter.

The display asks if you want to reset the value of all

accounts to zero.

CAUTION: Make sure your really want to clear all account

data. Once you do, the account information is gone forever.

Press yes (Enter) to clear all accounts; press no (Options)

to leave the account data untouched.

Enable Passwords

What is it? Use this menu option to turn the account password feature

on (enabled) or off (disabled). If the feature is on, you can

protect each account from unauthorised access by

assigning it a unique four-digit code (password).

NOTE: Disabling the account passwords does not disable

the supervisor password. See page 3-13 for instructions on

enabling and disabling the supervisor password.

Where is it? In the Accounting Setup Menu.

Select Options > Setup Menu > Accounting Setup >

Enable Passwords

Action… The display tells you if passwords are enabled or disabled.

Select 1 to turn account passwords on; select 2 to turn

them off. Press Enter.

If you turned account passwords on and there is no current

supervisor password, the display prompts you to enter one.

Key in a four-digit, numeric password and press Enter.

Confirm it by keying it in again followed by Enter.

The display shows your selection and returns to the

Accounting Setup menu.

3-24

Configuration

Enable Clear Individual Accounts

What is it? When this feature is on you can clear all the information

stored for a particular individual account.

Where is it? In the Accounting Setup Menu.

Select Options > Setup Menu > Accounting Setup >

Enable Clear Indv Acct

Action… If a Supervisor Password has been set, you must enter this

before you can gain access to the Accounting Setup Menu.

Key in the four-digit password followed by Enter.

The display tells you if the clear individual account function

is enabled (on) or disabled (off).

Select 1 to turn the feature on; select 2 to turn it off.

Press Enter. The display confirms your selection and

returns to the Accounting Setup menu.

Meter Graphics

What is it? Select this to bring up a sub-menu of functions which relate

to installation of Ads and Town Circles.

Where is it? In the Setup Menu.

Select Options > Setup Menu > Meter Graphics

Action… Allows you to select one of the following options:

New Ad

New Town Circle

3-25

Configuration

New Ad

What is it? Pitney Bowes offers a wide variety of standard and

customised meter ads that can help turn your mailpiece into

a powerful promotional tool.

Your meter holds up to 10 ads in total. There are 5 internal

‘standard’ ads and a maximum of 5 ‘custom’ ads which can

be made to your own requirements.

The two kinds of ads are loaded in different ways. This

section explains how to load your own ‘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.

Select Options > Setup Menu > Meter Graphics > New Ad

Action… If your meter already has 10 ads loaded, the display

prompts you to delete an ad:

Key in the number next to the ad you want to delete. The

display shows the ad you selected.

Either press Enter to confirm your choice or press CE/C if

you don’t want to delete this ad. The display returns to the

Meter Graphics menu.

Loading an ad from a Smartcard

When ‘New Ad’ is selected, the display prompts: “Insert

card in slot.”

Place the card into the slot in the top edge of the meter.

Hold the card with the gold, oval shaped microprocessor

facing you and near the bottom. Push the card down as far

as it will go.

The cursor tells you that loading is in progress.

The meter will prompt you when installation is complete.

Remove the card and store it safely in case you need to

reuse it in the future.

3-26

Configuration

Advanced Functions

What is it? Select this to bring up a sub-menu of ‘special’ functions.

Where is it? In the Setup Menu.

Select Options > Setup Menu > Advanced Functions

Action… Allows you to select one of the following options:

Enable Features

Scale/Printer Cfg

Replace Print Head

Tape Calibration

New Town Circle

What is it? 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.

Where is it? In the Meter Graphics Menu.

Select Options > Setup Menu > Meter Graphics >

New Town Circle

Action… The display prompts: “Insert card in slot.”

Place the card into the slot in the top edge of the meter.

Hold the card with the gold, oval shaped microprocessor

facing you and near the bottom. Push the card down as far

as it will go.

The cursor tells you that loading is in progress.

The meter will prompt you when installation is complete.

Remove the card and take a test print at zero value.

If the new town circle print is OK, return the Smartcard to

Pitney Bowes.

3-27

Configuration

Scale/Printer Cfg

What is it? This function allows you to tell your system whether an

external printer is attached or not.

Where is it? In the Advanced Functions Menu.

Select Options > Setup Menu > Advanced Functions >

Scale/Printer Cfg

Action… Select 1 if you don’t have a printer.

Select 2 if you have a printer directly connected.

Select 3 if you have a printer and scale connected via the

optional A/B Switch Box.

Press Enter to confirm your selection.

NOTES:

If you have a printer, always make sure it is turned on and

is ‘on-line/ready’ before you attempt to print an external

report.

If you use the A/B Switch Box always make sure the box is

switched to ‘Printer’ before you attempt to print an external

report.

Enable Features

What is it? This function allows you to add optional meter features,

such as expanded account capacity or standard ads. You

activate the option by entering a special feature code that

Pitney Bowes provides when you buy the option.

Where is it? In the Advanced Functions Menu.

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.

3-28

Configuration

Tape Calibration

What is it? This menu option is available on the DM300 only. It allows

the machine to be set for the tape strip length being used.

In the U.K. this option should be left in its factory supplied

condition or the condition set by a Pitney Bowes service

engineer.

Where is it? In the Advanced Functions Menu.

Select Options > Setup > Advanced Functions >

Tape Calibration

Action… This is not an Operator function. If you inadvertently

select this option, press CE/C to exit.

Replace Print Head

What is it? This function allows a Pitney Bowes Service Engineer to

install a replacement print head into your machine.

Where is it? In the Advanced Functions Menu.

Select Options > Setup Menu > Advanced Functions >

Replace Print Head

Action… This is not an Operator function. If you inadvertently

select this option, press CE/C to exit.

4-1

Refill

4. 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. Your

meter communicates with the Data Centre over the telephone line and transfers

funds from your Postage by Phone account into your meter.

Postage by Phone is a prepaid system, you should have sufficient money in your

postage account before attempting to refill your meter. After the transaction, an

invoice/statement will be sent to your company automatically.

When can I refill my meter?

In the U.K. auto-refill using the meter’s modem is available from 7.00am to

8.00pm Monday to Saturday, including Bank Holidays.

What if I have difficulties?

If you have any problems regarding the Postage by Phone service in the U.K. you

can call our Customer Assistance operators direct on Harlow (01279) 641144.

Please do not use this line for normal refill requests or balance enquiries.

Customer Assistance is available Monday to Friday except Bank Holidays.

Types of Refill

There are two ways to add postage to your meter:

Auto-Refill The meter will automatically contact our Data Centre over

the phone line using its internal Modem. This is the normal

method you should use to refill your meter. Your meter

must be connected to an analogue phone line and must

have been set up for Auto-Refill as described on page 3-11.

Contingency Refill Only use the Contingency Refill in exceptional

circumstances, such as if there is a problem with the auto-

refill process.

4-2

Refill

Connecting to a Telephone Line

Check first that you have an analogue phone line. Virtually all phone lines in the

UK can be used. The line is OK if…

• It is a normal residential line.

• The telephone line is connected to your facsimile machine.

• You hear a change in tone pitch when buttons are pressed.

• There is a label or inscription on your phone giving the “BABT Ringer

Equivalence Number (REN)”.

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.

The meter can be refilled either in place on the mailing base (preferred), or if the

phone socket is too far from the system, removed from the base.

When fitted onto the Mailing Base…

Plug the telephone line into the connector

(A) on the back of the meter.

Make sure mains power is connected to

the Mailing Base at point (B).

If you need to remove the meter…

1. Push back on the meter release lever

(A) until the bottom of the lever points

to the Remove position . This

automatically turns off power to the

meter.

2. Carefully lift the meter from the

Mailing Machine (B). If you feel any

resistance, make sure the release

lever is all the way back.

4-3

Refill

3. Connect the phone line to the socket

(A) on the back of the meter.

4. Connect the AC adapter cord to the

meter (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. To check your account

balance, your meter must be connected to a phone line.

1. Press Refill.

2. Key in 0 (zero value), then press Enter.

3. Press Enter to confirm the phone line is connected.

4. The meter calls the Postage by Phone Data Centre and displays your

account balance.

5. Press back (CE/C) to return to the Ready Screen.

4-4

Refill

Performing an Auto-Refill

1. Press Refill.

2. The meter displays the normal refill amount. You can press Enter to accept

the normal refill amount; or key in the value you want and press Enter.

The refill amount can be up to £9,950.00 and must be in £50 increments.

3. Make sure the phone line is connected (see page 4-2) and press Enter.

4. The meter dials the Postage by Phone Centre. You’ll see these messages

on the display during the refill:

• The phone number the meter is dialling.

•

“Connecting...Please Wait.”

•

“Processing...Please Wait.”

This message tells you the meter

made a successful connection to the Data Centre and the refill is

in progress. You may also see moving dots; this tells you the meter

is working.

•

“Refill Successful.”

The display tells you how much was added to

the meter and the postage amount now available.

5. Print out a refill receipt.

If you removed the meter from the Mailing Machine, put it back (see page

4-6) to print the receipt.

Insert a spare envelope on the deck or press the Tape key (DM300 only).

The receipt contains the following information:

If the refill wasn’t successful, see the troubleshooting instructions in Chapter 6.

Refill

Receipt

Date: 14.09.00 12:00 Account No.: 12345678

Refill Amt: £200.00 Meter No.: PB370000

Funds Available in Meter: £410.00

Total Account Balance at Pitney Bowes: £300.00

4-5

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.

1. Press Refill.

2. The meter displays the normal refill amount. You can press Enter to accept

the normal refill amount; or key in the value you want and press Enter.

The refill amount can be up to £9,950.00 and must be in £50 increments.

The display will prompt you to print refill instructions.

3. Feed a spare envelope into the feed deck or press the Tape key (DM300

only) to print refill instructions. The printout has all the information you need

to have at hand when you call the Postage by Phone Data Centre:

Refill

Instructions

Call Data Ctr: 01279 641144 Serial #: PB370000 14.09.00

PBP Account #: 12345678 12:00

Used: £300001.08 Write in Combination: mmm

Unused: £98.92

Refill Amount: £200.00

4. Take the refill instructions to the phone and call the Postage by Phone Data

Centre. In the U.K., dial the following number:

01279 641144

5. You will be connected to one of our Customer Assistance specialists who

will guide you through the refill process.

4-6

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:

1. Push back on the meter release lever

so that the bottom of the lever points

to the Remove position .

2. Slide the Postage Meter into its slot

making sure it is correctly seated.

3. Turn the meter release lever so that

the bottom of the lever clicks into the

Operate position . The lever may

be quite stiff and moderate force may

be required.

5-1

Maintenance

Filling the Moistener

The moistener unit is only fitted to the

DM300 system.

1. Check the moistener tank to see how

much sealing solution is left.

2. Add enough E-Z Seal® to bring the

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.

3. If the tank was empty, allow 30

minutes for the moistener pad to get

completely wet.

CAUTION! Don’t overfill the moistener tank.

Check level Fill here

Maintaining the Moistener

If you notice incomplete or poor sealing and the moistener tank is full, the

moistener brush or wick may need cleaning. If seal quality doesn’t improve after

cleaning, you can easily replace the moistener brush or wick as needed.

See Chapter 7 for instructions on ordering

supplies for your Mailing Machine.

Removing the Moistener

1. Squeeze the release lever.

5-2

Maintenance

Maintaining the Moistener (continued)

Removing and Cleaning the Brush

1. Lift the brush holder up.

2. Slide the brush out towards the front

of the moistener tank.

3. Clean the brush in a mild soap

solution. Rinse thoroughly in plain

water.

Reinstalling the Brush

1. Position the brush as shown in the

top illustration so the brush’s bottom

edge is under the mounting tabs.

2. Slide the brush back towards the rear

of the moistener tank.

3. Close the brush holder, press down

on it firmly, and reinstall the

moistener tank (see next page).

Removing and Cleaning the Moistener

Wick

1. Open the brush holder.

2. Press down on the wick assembly; lift

it up and out of the moistener (A).

3. Slide the wick out of the holder (B).

4. Clean the wick in a mild soap

solution. Rinse thoroughly in plain

water.

Reinstalling the Wick

1. Place the wick in the holder (B).

2. Reinstall the wick assembly (A).

3. Close the brush holder, press down

on it firmly, and install the moistener

tank.

5-3

Maintenance

Reinstalling the Moistener

1. Line up the yellow tab with the yellow

slot.

2. Slide the moistener tank into position

on the Mailing Machine until the

release lever snaps into position.

3. Resume operation.

Loading the Tape Strip Feeder

The tape strip feeder is only fitted to the DM300 system.

To load the tape feeder:

1. Remove any tape strips already in

the feeder by pulling them straight

out.

2. Load the new tape strips print side

(white surface) UP.

Take up to a maximum of 50 strips

and push them into the feeder as far

as they’ll go.

You’ll feel a slight resistance before

they’re all the way in.

See page 2-7 for instructions on printing tape strips.

If a tape strip jams in the feeder, see the troubleshooting instructions in

Chapter 6.

5-4

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”

Replace the ink cartridge soon. You can print about another 300 meter

impressions or leave the meter running for six days without printing. If you don’t

have a replacement cartridge on hand, you should order one now. See Chapter 7

for ordering instructions.

CAUTION:

Replace the ink cartridge as soon as you see the “Low Ink” alert.

Always ensure that your prints are clear and complete. Poor prints may be

rejected by Royal Mail.

“Out of Ink”

Replace the ink cartridge immediately. The ink supply is gone; you won’t be able

to print.

1. Open the rear cover of the mailing

machine.

2. Grasp the ink cartridge firmly and pull

it straight up and out of the machine.

Discard the old cartridge.

3. Remove the new cartridge from its

box.

4. Orient the cartridge so the label faces

forward, and push the cartridge down

into the well as far as it will go. The

cartridge is designed so you can’t

install it the wrong way.

5. Close the rear cover.

6. Press the Options key.

7. Select Ink Functions from the menu.

8. Select Fill Ink Reservoir from the menu.

9. Press the Enter key. You can resume operation when the cartridge

initialization process is complete.

6-1

Problems?

6. PROBLEMS?

Getting Help

There may be times when you need help to solve a problem, or you may want

more information about how your Postage Meter and Mailing Machine work.

Pitney Bowes provides several information resources.

This Guide

Please read the troubleshooting information in this chapter. In many cases, it

should help you resolve the problem.

The World Wide Web

We encourage you to visit our support web site at:

www.pitneybowestsg.com

You’ll find the latest support information about our products and services as well

as answers to frequently asked questions.

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:

08705 12 13 14

Before You Call...

If you need to call, please have the following information at hand:

• Product name: DM300 (F921 Postage Meter/F9MM Mailing Machine)

or DM225 (F921 Postage Meter/F8MM Mailing Machine)

• Serial number: See the left side of the meter or press the Meter ID key and

write down what you see on the display.

• Nature of problem: What happens and when does it happen? Did the meter

display an error message? Did the Mailing Machine power lamp display a

blink code? (see page 6-12).

• The steps you’ve already taken to solve the problem and the results.

HINT: You can often restore normal operation by pressing the CE/C key or

turn the meter release lever to the Remove position , wait a moment or

two, and turn it back to the Operate position .

6-2

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.

• Check the power lamps on the Mailing Machine and the Postage Meter.

Both should be on.

• If the Mailing Machine power lamp is on, and the Postage Meter power lamp

is off, the meter is not firmly seated. Press down firmly on the meter and

turn the meter lock knob clockwise to the Operate position.

• The Postage Meter may be in sleep mode. Press any key to wake it.

Envelope Feeding Problems

Envelope jams on transport deck

To clear a jam:

1. Pull the feed deck release knob

forward (A) and lower the deck as

shown.

2. Carefully pull the envelope out from

the right (B).

3. Make sure the deck is clear of paper

fragments.

4. Close the deck.

To avoid jams:

• Make sure your envelopes meet our published specifications.

See page 7-1.

• Feed envelopes correctly. See the instructions on page 2-6. Don’t try to feed

oversize envelopes through the machine – use tapes instead.

HINT: If the meter display prompts “Remove Env” but no envelope is present,

check if there is a partially fed tape on the feed deck.

6-3

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:

1. Remove the moistener (see

page 5-1).

2. Slide the tape strip feeder cover to

the left and remove.

3. Remove the tapes. Inspect the feeder

and clean out any debris. Push down

on the spring-loaded pressure plate

and remove any paper from under

the feed roller or tape guide.

4. Slide the tape strip feeder cover back

into position.

5. Reinstall the moistener (see page

5-3).

6. Load tape strips and resume normal

operation.

Slide cover to left

Pressure

plate

Tape guide

Feed roller

6-4

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.

Display Problems

Display hard to read

Display contrast needs adjustment:

1. Press Options.

2. Select the option Setup Menu.

3. Select the option Basic Settings.

4. Select the option Display Contrast.

5. Select the contrast level you want: 1 is the lowest; 5 is the highest.

6. Press Enter.

7. Press back (CE/C) twice to return to the Ready Screen.

You can repeat printer maintenance up to three times until you obtain a good test

print:

If printer maintenance fails to correct the problem, call for service (see page 6-1).

good test print bad test print

6-5

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. See the instructions on page 5-1.

Dry moistener brush

Try wetting the moistener brush. If the brush dries out quickly, replace the

moistener wick as explained on page 5-2.

Dirty moistener brush

Remove the moistener brush and clean it in a mild soap and water solution. Rinse

thoroughly in plain water.

Worn moistener brush

Replace the moistener brush. See page 5-2 for instructions.

6-6

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.

Meter fails to connect to Postage by Phone Data Centre—no dial tone

Meter not connected to analogue phone line

Make sure you’ve connected your meter to a working analogue phone line. Also

make sure the phone line connectors are firmly seated in their sockets.

Incorrect refill setup

One or more of the refill setup options may be wrong. Go to the refill setup

instructions on the pages noted and check the following:

• Does your phone system require you to dial a prefix number (and possibly

insert a pause) to get an outside phone line? Make sure to include these in

the setup if needed. See page 3-12.

• Is the refill mode set to Auto-Refill? If it isn’t, you can’t perform a modem

refill. See page 3-11.

Refill Failed—Invalid Account Number

• The Postage by Phone account number you used isn’t correct. Check the

Information Pack that came with your system for your Postage by Phone

Account Number.

• Make sure you entered the right account number during setup, as described

on page 3-13.

6-7

Problems?

Display Messages

From time to time your meter will display an alert or error message. An alert tells

you that something needs attention; an error message usually tells you about a

fault condition you can fix. In rare instances you may have to call for service.

We’ve listed the messages below, arranged alphabetically.

Account Balance Low

There’s not enough money in your Postage by Phone account to refill the meter

with the amount you requested. Request a smaller refill amount or make a

deposit to your account. Also, see the Postage by Phone information on page 4-1

of this guide.

Account not recognised by Postage by Phone Data Centre

The account number you used is wrong or invalid. Check the Information Pack

that came with your meter for your Postage by Phone account number. See page

3-13 to set up automatic (modem) refill with the correct account number.

Ad Not Found

A memory preset requires an ad that’s no longer in the meter. No ad is set when

the meter returns to the Ready Screen. Press CE/C to clear this message.

Ad Not Installed

• You inserted a smartcard that doesn’t have an ad. Did you inadvertently

insert a town circle card?

• You inserted the smartcard the wrong way. Place the card in the slot with

the microprocessor facing you and at the bottom.

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. Check all

connections and that the modem is connected to power and turned on.

Cannot Reach Postage by Phone

The meter called the Postage by Phone Data Centre but failed to connect. This

could be due to a communications problem or a modem setup problem. Repeat

the call. If you still have problems, check all the refill setup instructions (in

particular, the dialling prefix) on pages 3-10 to 3-13 of this guide.

6-8

Problems?

Display Messages (continued)

Clock Adjustment Exceeded

You tried to adjust the meter’s clock beyond the limit allowed. Press CE/C to set

clock time again.

Connection Lost

The meter lost the phone connection with the Postage by Phone Data Centre

during a refill. Press yes to repeat the call.

Date Adjustment Exceeded

You tried to advance the date by more than the 30 days maximum permitted.

Press CE/C to return to the last valid advance date.

Digital Phone Line Detected

The meter can only be connected directly to an analogue phone line.

See page 4-2 for details.

Envelope Skewed

The mailpiece is crooked on the feed deck. The meter won’t print when this

happens. Instead, the mailpiece exits the meter automatically. Press CE/C to

clear the error and then reinsert the mailpiece.

Make sure you’re feeding envelopes properly. Follow the instructions on page 2-6

of this guide.

High Value

The postage value you entered is more than the high value limit set for your

meter. This is a warning; it doesn’t stop you from using the meter. Press Enter to

accept the value and print postage on your envelope or tape.

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. Press

CE/C to continue and enter the number the Pitney Bowes Data Centre gave you.

If you’ve lost or forgotten it, repeat the refill process.

6-9

Problems?

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. Either complete a modem (auto) refill, or If you don’t need to add funds

at this time, just check you Postage by Phone account balance (see page 4-3) –

this satisfies the inspection requirement.

Inspection Required

This message is similar to Inspection Due, with two important differences:

1. It appears if you haven’t refilled your meter by modem for 90 days.

2. You will NOT be able to use your meter until you perform a modem (auto)

refill for £0.00 by following ‘Checking your Postage by Phone Account

Balance’ on page 4-3. Due to Post Office security requirements, you will not

be able to add funds until you have performed this function.

Your meter must be set up to perform a modem (auto) refill, if necessary you can

go into the setup menu and change it. See the instructions on pages 3-10 to 3-13.

Insufficient Funds

There’s not enough postage left in your Postage by Phone account to refill with

the amount selected. The meter will show the maximum funds available. Carry

out another Auto-Refill for an amount that can be met by the available funds.

Insufficient Funds - Refill

There’s not enough postage left in the meter to print a stamp with the value you

entered. Refill the meter (see Chapter 4) or enter a lower value.

Invalid Selection (Amount/Preset/Ad/Account)

You entered an invalid value i.e. impossible monetary value or unallocated

Preset, Ad or Account number. Press CE/C to return to normal operation.

Lower Transport Deck is Open

Raise the lower transport and latch it in position (see item 5, page 1-4). Then

press CE/C to clear the error message.

Low Funds

The funds remaining in your meter are now below the Low Funds Warning level.

Refill with postage soon (see Chapter 4).

Display Messages (continued)

6-10

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. Follow the instructions on the meter display. In

some cases you may be unable to clear the error. When this happens, the display

prompts “Call for service.” The phone number is on page 6-1.

Name Conflict

The name you chose is already assigned to another preset. The meter will return

to the enter preset name menu after two seconds. Enter a name that’s not in use.

Need Account

When the meter’s accounting feature is on, you must enter a valid account

number before the meter allows you to select a postage value. Select an account

as described on page 2-4.

No Account Selected

A memory preset requires an account that’s no longer in the meter. No account is

set when the meter returns to the Ready Screen. Select a valid account and/or

edit the preset to select a valid account in future.

No Dial Tone

The meter tried to call the Postage by Phone Data Centre but couldn’t detect a

dial tone. Repeat the call. If the problem persists, check the dialling prefix setup

(page 3-12).

Number of Tapes Exceeds Limit

DM300 only – you can print up to 25 tapes in a single operation.

Postage Value Exceeds Limit

You entered a postage amount that’s more than the meter can accept. The meter

will tell you what the maximum postage value is. Press CE/C to clear this error

message.

6-11

Problems?

Postage by Phone is Busy

• All lines to the Postage by Phone Data Centre are currently busy. Try again

later.

• Check all the refill setup instructions (in particular, the dialling prefix) on

pages 3-10 to 3-13 of this guide.

Printer Error

• The printer needs maintenance. Follow the prompts to test the printer. See

the detailed instructions on pages 3-4 and 3-5.

• You tried to print a report to an external printer and the printer is not

connected or turned on/ready/on-line.

Refill Failed—Check Account Number

The account number you used is wrong or invalid. Check the Information Pack

that came with your meter for your Postage by Phone account number. See page

3-13 to set up automatic (modem) refill with the correct account number.

Refill Must be a Multiple of £50

You entered an invalid refill amount. Enter an amount that is a multiple of £50.

Refill Too High

The meter can’t hold the refill amount you asked for plus the funds already in it.

Enter a smaller refill amount.

Refill Too Low

The minimum refill amount is £50. You can refill up to £9,950 in £50 increments.

Remove Envelope/ Remove Stalled Material/Remove Mailpiece

Clear the stalled material as described on pages 6-2 and 6-3 of this guide.

Tape: Failed to Feed

Reload tape strips (see page 5-3) and check for a tape stoppage (see page 6-3).

Town Circle Graphic Not Installed

• You inserted a smartcard that doesn’t have a town circle. Did you

inadvertently insert an ad card?

• You inserted the smartcard the wrong way. Place the card in the slot with

the microprocessor facing you and at the bottom.

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.

6-12

Problems?

Blink Codes

The power lamp on the left side of the

Mailing Machine blinks when the system

detects an internal error. The number of

blinks tells you what kind of problem

occurred.

You may be able to fix some problems by

unplugging the Mailing Machine, waiting a

few minutes, and then plugging it back in. If

this doesn’t fix the problem, see the chart

below for an explanation of the blink codes.

Note the number of blinks. The lamp blinks

a certain number of times, pauses, and

then blinks the same number of times. This

pattern, called a blink code, repeats until

the problem is fixed.

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.

1 Blink—Low ink

Replace the ink cartridge. (The meter display normally tells you when it’s time to

replace the ink cartridge.)

2 Blinks—Ink out

Replace the ink cartridge. See page 5-4.

3 Blinks—High transport motor temperature

This error can occur if you exceed the Mailing Machine’s maximum use

specification. Wait a few minutes for the motor to cool. If this error happens often,

call the National Service Centre. See page 6-1.

4 Blinks—High tape motor temperature

Wait a few minutes for the motor to cool. If this error happens often, call the

National Service Centre. See page 6-1.

5 Blinks—High valve, carriage or purge motor temperature

Wait a few minutes for the motor to cool. If this error happens often, call the

National Service Centre. See page 6-1.

Power lamp

6-13

Problems?

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. See page 6-1.

10 Blinks—Serial communications error

You may need to replace the print head. Call the National Service Centre. See

page 6-1.

11 Blinks—Print head not installed

Problems with the print head. If this error continues, call the National Service

Centre. See page 6-1.

12 Blinks—Ink sensor error

Call the National Service Centre. See page 6-1.

13 Blinks—Jam in stand-alone mode

Remove envelope and restart machine.

14 Blinks—Skew in stand-alone mode

Remove envelope; then reset meter by turning meter release lever to the Remove

position, waiting a moment or two, then turning it back to Operate .

15 Blinks—EEPROM failure

Call the National Service Centre. See page 6-1.

16 Blinks—Motor Drive IC error

Call the National Service Centre. See page 6-1.

17 Blinks—Meter serial communication error

Make sure the Postage Meter is installed properly onto the Mailing Machine.

Restart machine. If error recurs, call the National Service Centre. See page 6-1.

18 Blinks—Print head drive voltage error

Call the National Service Centre. See page 6-1.

6-14

Problems?

7-1

Reference

3. REFERENCE

Specifications

Equipment

Size (without stacker): DM300: 356mm L x 368mm W x 381mm H

DM225: 300mm L x 368mm W x 381mm H

Weight: 8kg approximate

Power Requirements: 100-240VAC, 50/60 Hz, 0.65-0.3A

Compliance: See page 1-3 of this guide

Operating Temperature: 4°C to 43°C

Average Throughput: DM300: 65 letters per minute maximum.

DM225: 40 letters per minute maximum.

(Depends on material and operator skill)

Ink Cartridge Life (letters): low usage: 2,000, moderate usage: 5,000,

high usage: 7,000. We recommend you replace the

cartridge every six months, regardless of usage.

Tape Strip (DM300 only): Self-adhesive type. Capacity: 50 tapes

Internal Ad Slogan Storage: 5 programmable; 5 pre-programmed

Accounting: 10 accounts standard; 50 or 100 accounts optional

Material

Minimum Size: 89mm x 105mm moistening (DM300 only)

76mm x 105mm non-moistening

Maximum Size: 297mm x 340mm

Envelope Flap Depth: 25mm to 76mm

Thickness: 0.2mm to 8mm

IMPORTANT: For best results, make sure your material meets our specifications.

Meter

Maximum Imprint: £99.99

Maximum Credit Setting: £9,950.00 in £50 increments

Reset Type: Postage by Phone

Piece Count: Up to 8 digits (nonresettable)

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.

7-2

Reference

Supplies and Accessories

Order Numbers

Ink Cartridges Reference

Ink Cartridge, Red Non-Fluorescent 766-E

Tape

Pack of 300 Tape Strips (for DM300) 625-E

Pack of 1000 Double Label Sheets (for DM225) SV83025

Pack of 500 Double Label Sheets (for DM225) SV83019

E-Z Seal™

Pack of 4 Flip Top Bottles 601-9E

Dab it Bottle H601-7

1/2 Gallon Bottle SV92278

Late Night Posting Envelopes

Pack of 200 SV92034

IMPORTANT INFORMATION

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.

Advertising Slogans (Ads)

Pitney Bowes offers a wide range of standard and custom ad slogans. These give

your mail a professional appearance and can turn your mailings into a powerful

promotional tool.

Your F921 postage meter holds up to 5 programmable ads. Pitney Bowes makes

optional ads available on convenient art cards, so you can easily install them

whenever you like.

How to Order

You can order supplies on-line from our website at:

www.pitneybowes.co.uk/buy_supplies

Alternatively, phone PB Direct. The phone number will be on the catalogue

supplied with your system, or in the Information Pack. Our representatives will be

happy to answer your questions and take your order.

7-3

Reference

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. You can easily expand this feature to handle 50 or 100

accounts.

Printing

Your meter has several report functions, some of which require an external serial

printer. Pitney Bowes offers serial printers to complement your meter.

Weighing

Your Postage Meter and Mailing Machine are designed to work with the current

family of Pitney Bowes ‘N’ Series electronic postal scales. When combined, they

form a complete mailing system that:

• Accurately weighs the mailpiece.

• Calculates rates and fees.

• Allows you to control and display certain other meter functions directly from

the scale’s control panel.

• Saves you money because you don’t waste postage.

See the operator guide supplied with your scale for complete instructions on

using it with your Postage Meter and Mailing Machine.

Changing Address?

If changing your name and address, inform Pitney Bowes as early as possible.

The necessary paperwork and changes to your meter can then be carried out at

the time required.

7-4

Reference

Hints and Tips

…to ensure optimum performance of your Digital Mailing system.

Useful Installation Hints and Tips

• Follow ALL the steps in the ‘Quick Install Guide’.

• When installing the ink cartridge ensure it is fully pushed down.

• When the machine requests you to ‘Enter Account Number’ use your unique

Postage by Phone (PbP) account number found in the top right-hand corner

of your welcome letter.

• If during the Postage by Phone refill the machine displays ‘Cannot Reach

Data Centre’ you may need to enter a Dialling Prefix, i.e. (9) if using an

extension telephone. The machine will prompt you for a Prefix.

• Your machine needs an

Analogue

telephone line. Most Fax machines

require an analogue telephone line, use the splitter provided to attach your

machine to the Fax telephone line if another suitable line is unavailable.

Print Quality and Machine performance

• Your Digital Mailing system utilises the latest Ink Jet technology and carries

out its own printer maintenance. To ensure optimum performance and

maximum ink cartridge life, ensure the machine remains plugged in

and turned on at all times. The machine is equipped with a power saving

sleep mode for safety and economy.

• Always ensure you have a spare ink cartridge available and replace the

cartridge when the machine displays ‘Low Ink’. Step by Step instructions for

replacing the ink cartridge are in chapter 5 of this guide. Once the ‘Low Ink’

warning is displayed, the ink cartridge is

empty

and can be replaced

immediately.

Using the ‘Options’ menu, ‘Ink Functions’ menu and ‘Fill Ink Reservoir’

when replacing the ink cartridge will ensure optimum print quality and a

professional image every time.

• Printer Maintenance may be required if lines are missing in the meter

stamp. 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.

Example of missing

lines in meter stamp

We have made every reasonable effort to assure the accuracy and usefulness of

this guide, however we cannot assume responsibility for errors or omissions or

liability for the misuse or misapplication of our products.

FOR SERVICE AND SUPPLIES:

The Pinnacles, Harlow,

Essex, CM19 5BD, U.K.

Form No. SDC373 RevB (10-00) Printed in England

V5.04 software

Pitney Bowes Dm225 Users Manual

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