Pitney Bowes Inc Postal Equipment Dm500 Users Manual SV61436 Rev. D 03/09 DM500, DM550 DM Series Mailing System Operator Guide

DM550 SV61436

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DM500™ and DM550™ Series 
Digital Mailing System
DM500™ Series Mailing System

DM550™ Series Mailing System
Shown with Weigh-On-The-Way®

Operator Guide
US English Version
SV61436 Rev. D

SV61436 Rev. D ©2009 Pitney Bowes Inc.
All rights reserved. This book may not be reproduced in whole or in part in any fashion or stored in a
retrieval system of any type or transmitted by any means, electronically or mechanically, without the
express, written permission of Pitney Bowes.
We have made every reasonable effort to ensure the accuracy and usefulness of this manual; however, we cannot assume responsibility for errors or omissions or liability for the misuse or misapplication of our products.
Due to our continuing program of product improvement, equipment and material specifications as well
as performance features are subject to change without notice. Your postage meter may not have
some of the features described in this book.
AccuTrac, Ascent, DM500, DM550, DM Series, E-Z Seal, IntelliLink, WEIGH-ON-THE-WAY (WOW)
Postage By Phone, INVIEW and Pitney Bowes Supply Line are trademarks or registered trademarks
of Pitney Bowes Inc. ENERGY STAR is a registered trademark of the United States Environmental
Protection Agency. All other trademarks are trademarks or registered trademarks of the respective
owners.

SV61436 Rev. D

Alerting Messages
Various messages are used throughout this guide to alert you to potentially hazardous or error causing conditions. These messages are as follows:

WARNING! Alerts you to conditions or practices that could cause serious injury.

CAUTION: Alerts you to conditions or practices that could cause damage to the
equipment or to the material being run.

IMPORTANT: Alerts you to conditions or practices that could adversely affect equipment operation if
instructions are not followed exactly.

NOTE: Provides a comment or explanation of the associated topic.

FCC Compliance
This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to part 15 of the FCC rules. These limits are designed to provide reasonable protection against
interference when the equipment is operated in a commercial environment. This equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with
the instruction manual, may cause interference to radio communications. Operation of this equipment in a residential area is likely to cause interference, in which case the user will be required to correct the interference at his own expense.
Use only a shielded interface cable to operate this equipment with a scale or other peripheral device

CAUTION: Changes or modifications to this equipment not expressly
approved by the party responsible for compliance (Pitney Bowes) could void
the user’s authority to operate the equipment.

ii

SV61436 Rev. D

FCC Compliance of Modem
This equipment complies with Part 68 of the FCC rules and the requirements adopted by the ACTA.
On the bottom of the IntelliLink® Control Center is a label that contains, among other information, a
product identifier in the format US:AAAEQ##TXXXX. If requested, this number must be provided to
the telephone company.
This equipment is designed to be connected to a Facility Interface Code 02LS2 network with RJ11C
network interface.
A plug and jack used to connect this equipment to the premises wiring and telephone network must
comply with the applicable FCC Part 68 rules and requirements adopted by the ACTA. A compliant
telephone cord and modular plug is provided with this product. It is designed to be connected to a
compatible modular jack that is also compliant. See installation instructions for details.
The ringer equivalence number (REN) is used to determine the number of devices that may be connected to a telephone line. Excessive RENs on a telephone line may result in the devices not ringing
in response to an incoming call. In most but not all areas, the sum of RENs should not exceed five
(5.0). To be certain of the number of devices that may be connected to a line, as determined by the
total RENs, contact the local telephone company. The REN for this product is part of the product
identifier that has the format US:AAAEQ##TXXXX. The digits represented by ## are the REN without
a decimal point (for example 03 is a REN of 0.3).
If this IntelliLink® Control Center causes harm to the telephone network, the telephone company will
notify you in advance that temporary discontinuance of service may be required. But if advance
notice isn’t practical, the telephone company will notify you as soon as possible. Also, you will be
advised of your right to file a complaint with the FCC if you believe it is necessary.
The telephone company may make changes in its facilities, equipment, operations, or procedures
that could affect the operation of the equipment. If this happens the telephone company will provide
advance notice in order for you to make necessary modifications to maintain uninterrupted service.
If trouble is experienced with this IntelliLink® Control Center please contact the help desk for repair or
warranty information. Refer to the Pitney Bowes Contact Information List in this guide for the number
of the help desk. If the equipment is causing harm to the telephone network, the telephone company
may request that you disconnect the equipment until the problem is resolved. This equipment is not
intended to be repaired by the customer (user).
Connection to party-line service is subject to state tariffs. Contact the state public utility commission,
public service commission, or corporation commission for information.
If the installation site has specially wired alarm equipment connected to the telephone line, ensure the
installation of this IntelliLink® Control Center does not disable the alarm equipment. If you have
questions about what will disable alarm equipment, consult your telephone company or a qualified
installer.

SV61436 Rev. D

iii

Table of Contents

Pitney Bowes Contact List
Chapter 1 - Read this First
Chapter 2 - Meet the DM Series™ Digital Mailing System
Chapter 3 - Mail in a Minute
Chapter 4 - Running Mail
Chapter 5 - Mailing System Setup
Chapter 6 - Adding Postage
Chapter 7 - Standard Accounting
Chapter 8 - Reports
Chapter 9 - Maintaining and Updating
Chapter 10 - Troubleshooting
Chapter 11 - Supplies and Options
Chapter 12 - Specifications
Appendix A - Glossary
Index

SV61436 Rev. D

Pitney Bowes Contact Information List
PB Web Sites

•

For frequently asked questions, go to:
http://www.pb.com

•

To place requests for service or training, go to:
http://www.pb.com and click on My Account.

•

To order PB supplies and accessories, go to:
http://www.pb.com and click on Online Store.

•

To view and pay invoices online, go to:
http://www.pb.com and click on My Account.

•

To view inventory, go to:
http://www.pb.com and click on My Account.

•

To add postage to your Postage By Phone® Meter Payment System
account, go to:
http://www.pb.com and click on Add Postage to Your Meter.

Our Help Desk

For direct questions, call: 1.800.522.0020. Customer Service Representatives are available Monday through Friday, 8AM - 8:00PM EST.

Postage By
Phone® System

To contact, call 1.800.243.7800

Pitney Bowes
Supplies

To order Pitney Bowes approved supplies, call our PB Supply Line™ at
1.800.243.7824.

1 • Read This First

Contents
What’s in this Guide ............................................................................. 1-2
Other Information ................................................................................. 1-2
What You Need to Know ...................................................................... 1-3
Safety Requirements............................................................................ 1-3
Important Information About Powering Your DM Series™ Digital Mailing
System Off...................................................................................... 1-5

SV61436 Rev. D

1 • Read This First

What’s in this
Guide

Chapter 1 - Read this First contains important information about USPS
requirements and equipment and telephone safety precautions.
Chapter 2 - Meet the DM500™ and DM550™ Digital Mailing System
gives an overview of the mailing system and the location of each control
and machine feature. Please read this section carefully. It provides a foundation for the instructions in later sections of this book.
Chapter 3 - Mail in a Minute explains the basics of running mail on your
system. By following these instructions, you will be able to run mail quickly.
Chapter 4 - Running Mail explains how to run mail in the different mail
modes as well as when to use the various options.
Chapter 5 - Mailing System Setup provides step-by-step instructions for
customizing your mailing system to suit your needs.
Chapter 6 - Adding Postage explains how to add postage funds to your
postage meter (Postal Security Device) using the Pitney Bowes Postage By
Phone® Meter Payment system.
Chapter 7 - Standard Accounting explains how to use the standard
accounting feature to track postage.
Chapter 8 - Reports explains the different types of reports available and
how to print them.
Chapter 9 - Maintaining and Updating explains how to check the quality
of the meter stamp and how to take care of the moistener and tape feeder.
It also tells you how to add features and update postal rates and carriers.
Chapter 10 - Troubleshooting contains a list of problems you may
encounter while using your mailing system.
Chapter 11 - Supplies and Options lists the supplies available for your
system and how to order them.
Chapter 12 - Specifications contains the specifications for the mailing
system and mailing materials.
Appendix A - Glossary defines mailing terms used throughout this operator guide.

Other 
Information

This section describes other sources of information available for the
DM500™ and DM550™ Digital Mailing System.
•

•

1-2

Quick Reference Cards - Much of the information contained in the
Operator guide, such as how to set postage, process mail, or clear jams
is summarized in the Quick Reference Card Set. The cards are located
in a slot in the Stacker module of your system.
Our Help Desk - For a list of the Pitney Bowes web sites, refer to the
Pitney Bowes Contact Information List located at the front of this guide.

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

What You Need
to Know

Since your postage meter (Postal Security Device) is licensed by the
United States Postal Service (USPS), you must follow a few basic requirements.

USPS 
Requirements

•
•
•
•

•

Mail must have the correct date and postage amount in the meter
stamp.
Metered mail must bear the ZIP Code location of the post office where
the postage meter (Postal Security Device) is registered.
If you move to another ZIP Code location, you must update the ZIP
Code. You can do this by calling Postage by Phone®.
Each time you refill your postage meter (Postal Security Device)
through the modem, the Postage By Phone® Meter Payment System
computer automatically performs a postal inspection. If the postage
meter in your mailing machine has not detected a modem refill transaction at certain intervals, the message “Inspection Required” appears on
the main screen of the IntelliLink® Control Center. (The system will then
prompt you to connect to Pitney Bowes and perform an inspection.)
The postage tape you use must meet USPS specifications.

Safety
Requirements
WARNING! Follow normal safety precautions for all
office equipment whenever using your mailing system.

Read all instructions before you attempt to operate the machine. Use
the equipment only for its intended purpose.
•

•

•
•
•
•
•

•

SV61436 Rev. D

Use only Pitney Bowes approved supplies, in particular aerosol dusters. Improper storage and use of aerosol dusters or flammable aerosol
dusters, can cause an explosive-like condition that could result in a personal injury and/or property damage. Never use aerosol dusters
labeled flammable and always read instructions and safety precautions
on the duster container label.
Use the power cord supplied with the machine and plug it into a properly grounded wall outlet located near the machine and easily accessible. Failure to properly ground the machine can result in severe
personal injury and/or fire.
The power cord wall plug is the primary means of disconnecting the
machine from the AC supply.
Do not remove the power cord's ground pin and do not use a ground
adapter.
Make sure the area in front of the power outlet is free of obstruction.
DO NOT route the power cord over sharp edges or trap it between
pieces of furniture. Make sure there is no strain on it.
To reduce the risk of fire or electrical shock, DO NOT attempt to remove
covers or disassemble the equipment. The housing encloses hazardous parts. If any components are dropped or otherwise damaged,
report such damage to your Pitney Bowes customer service representative.
Keep fingers, long hair, jewelry, neck ties, and loose clothing away from
moving parts at all times.
1- 3

1 • Read This First
•
•
•
•
•
•

When removing jammed material, avoid using too much force to prevent personal injury and damaging equipment.
To prevent overheating do not cover system vent openings.
When lifting covers, wait for all parts to stop moving before placing
hands near feeder path or printer.
Do not remove covers as they enclose hazardous parts that should only
be accessed by a Pitney Bowes Service Representative.
Use only Pitney Bowes approved supplies, e.g., inks, tapes, and cleaners. Call the Pitney Bowes Supply Line™ listed in the Pitney Bowes
Contact Information List at the front of this guide.
Always follow the specific occupational safety and health s prescribed
for your workplace
NOTE: Your mailing system requires annual cleaning by a Pitney Bowes
service representative. For continued safe operation, contact your local Pitney Bowes office for a scheduled cleaning

If you use an AC adapter to power the meter when it is off the mailing
machine base:
•
•
•

Use only the AC adapter designed specifically for the IntelliLink® Control Center. Third-party AC adapters may damage the IntelliLink® Control Center.
To protect against electrical shock, plug the AC adapter into a properly
grounded power outlet.
Do not route the AC adapter cable over sharp edges or trap between
furniture.
CAUTION: In case of an ink spill, leaking ink or excessive ink accumulation, immediately power down and disconnect the power cord from the wall plug and call your
local Pitney Bowes office for a cleaning.

The IntelliLink® Control Center and its built-in postage meter (Postal Security Device) connect directly to analog telephone lines. For your protection
we urge you to follow basic safety precautions to reduce the risk of fire,
electric shock and injury to persons, as well as the following:
•
•
•
•
•
•
•

1-4

Never connect telephone wiring during a lightning storm.
Disconnect the meter telephone line during a lightning storm.
Avoid using a telephone or equipment that connects to a telephone line
during an electrical storm; there may be a remote risk of electrical
shock from lightning.
Never install telephone jacks in wet locations.
Do not use this product near water, for example, near a bath tub, wash
bowl, kitchen sink or laundry tub, in a wet basement or near a swimming pool.
Never touch non-insulated telephone wires or terminals unless the telephone line has been disconnected at the network interface.
Use caution when installing or modifying telephone lines.

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
•
•

•

Do not use the telephone or equipment connected to the telephone line
in the vicinity of a gas leak.
Do not connect your postage meter (Postal Security Device) to a digital
phone line. The device’s built-in modem is designed to work with an
analog phone line only. (Your fax machine is usually connected to an
analog phone line.) If you do not know if your line is digital, call your
phone provider for verification.
Disconnect the telephone cord from the wall before removing the 
IntelliLink® Control Center.
CAUTION: To reduce the risk of fire, use only the 26
AWG telecommunication line cord either supplied with
the machine or supplied separately.

Important Information About Powering Your 
DM Series™ Digital Mailing System Off
Your DM Series™ Digital Mailing System is designed to remain powered on
at all times. This is necessary so that the printer station can perform the
required maintenance it needs to maintain peak performance.
Your DM Series™ System has a power switch (for the location, refer to
Chapter 2, page 2-6) so that you can properly remove power to the system.
If you need to power off your system, you must use the power switch.
When you power off the system, the system immediately moves the printhead back to the capping station to keep the printhead from drying out.
Powering off your system by any other means, such as a wall switch, a
power strip, or unplugging from a wall outlet, will result in higher than normal ink consumption and could damage your mailing system.

ON
OFF

YES

SV61436 Rev. D

NO

NO

1- 5

1 • Read This First

1-6

SV61436 Rev. D

2 • Meet the DM500™ and DM550™ Series
Digitial Mailing System

Contents
Introducing the DM Series™ Mailing System .......................................2-2
Features and Benefits ..........................................................................2-2
Parts of the Mailing System..................................................................2-5
Mailing System Exterior..................................................................2-5
Mailing System Interior ...................................................................2-8
The IntelliLink® Control Center ....................................................2-10

SV61436 Rev. D

2 • Meet the DM500™ and DM550™ Digital Series Mailing System

Introducing the
DM Series™ 
Mailing System

The DM Series™ Digitial Mailing System is an easy-to-use digital mailing
system you can tailor to satisfy the unique requirements of your organization. This system:

Features and
Benefits

The following section provides a summary of the main features and benefits of the DM500™ and DM550™ Series System.

•
•
•
•

Automatically feeds a stack of mail.
Moistens and seals the envelope flaps.
Imprints the correct postage amount.
Stacks the finished mail.

The Weigh-On-The-Way® capability for the DM500™ and DM550™ Series
Systems is available in limited markets, and is represented in this guide
only for those markets. Inclusion in this guide does not imply availability.

Energy Star® 
Rating

As an ENERGY STAR Partner, Pitney Bowes has determined that the DM Series™ mailing systems meet ENERGY
STAR guidelines for energy efficiency. They automatically
enter a low power state called the "sleep mode" if not used
for a preset interval of time. This keeps energy consumption
low, while maintaining the high state of readiness you expect
from Pitney Bowes mailing equipment.
ENERGY STAR qualified office and imaging products use as much as 60%
less electricity than standard equipment. And using less energy keeps utility costs down. Over the next five years, these products will save Americans more than 5 billion dollars.
The ENERGY STAR program is another example of how Pitney Bowes is
good for the environment and smart for business.

Postage Meter

The postage meter on your mailing system is a Postal Security Device
(PSD) that incorporates the latest technology approved by the United
States Postal Service to secure funds. This technology eliminates the need
to perform physical inspections thereby making the system easier and
more convenient to use. The PSD contains the funds and performs all of
the calculations necessary to print meter stamps that comply with the latest
USPS standards.

Easy-to-Use
IntelliLink® 
Control Center

The IntelliLink® Control Center is mounted on the top of your mailing system and features a large easy-to-read graphic display, function keys and
alpha and numeric keypads. A series of messages and options appear in
the display to prompt you through all of the setup and mailing operations.
You use the function keys and keypads to respond to the system prompts
and select your options.

2-2

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

Variety of Communications Options
Your DM Series™ Digital Mailing System comes with communications ports
for data communications with Pitney Bowes support services and for interfacing to external devices such as a personal computer, an optional scale,
or other peripherals.
If you do not have access to your organization’s Local Area Network, an
internal modem for connecting to an analog telephone line is also available
to allow data communications with Pitney Bowes support services as well
as external mail/parcel carriers.
Communications with Pitney Bowes provides the following benefits:
•
•
•
•
•

Accounting and
Reporting

Postage By Phone® Meter Payment System refills
Remote postage inspections
USPS Confirmation Services (Delivery Confirmation, Signature Confirmation, and electronic filing of Certified Mail)
Ability to download graphic images (ads, inscriptions, and permits)
Ability to download rate change and software updates

INVIEW™ Accounting
The INVIEW™ accounting and reporting feature allows you to store postage costs for 100 accounts, or you can purchase an option to store 300
accounts. You can run reports on single or multiple accounts and limit
access to the accounts by password protecting them. For more information
on the INVIEW™ accounting package, refer to INVIEW™ Accounting 
Operator Guide, SV62233.

Budget Manager
You can also acquire the enhanced accounting package, Budget Manager.
Budget Manager allows you to create more accounts with higher levels of
detail.
For more information on Budget Manager, refer to Budget Manager 
Operator Guide, SV60957.

Business Manager
You can connect your DM Series™ system directly to a Business Manager
host PC and control all of your accounts, operators and postal transaction
data through the Business Manager Administration module. For more information on Business Manager, refer to the help within the Business Manager application.

SV61436 Rev. D

2-3

2 • Meet the DM500™ and DM550™ Digital Series Mailing System
Advertisements
and Inscriptions

Ads and inscriptions are messages you can include in the meter stamp. A
number of standard advertisements and inscriptions are included with your
mailing system. You can order customized ads and inscriptions by calling
the Pitney Bowes Supply Line™ (refer to the Pitney Bowes Contact Information List at the front of this guide for the phone number). For information
on ordering ads and inscriptions, refer to Chapter 11, Supplies and Options
in this guide.

Based

ting
Ra

Shape Based
Rating

Shape

When you order additional advertisements or inscriptions you receive an
art card which you insert into a slot on the side of the IntelliLink® Control
Center. Once installed, you can select an advertisement or inscription when
you run mail.
Shape based rates are USPS® rates that are based on
the weight and dimensions (thickness, length, width) of
the mail piece. All DM Series mailing systems support this
rating structure.

COMPLIANT
Optional Permits

2-4

You can print a permit on a piece of mail instead of a meter stamp. A permit
is a postal mark containing a permit number that provides you with special
processing or discount rates. You get the permit(s) from the US Post Office
and the permit artwork from Pitney Bowes. For information on ordering permits, refer to Chapter 11, Supplies and Options in this guide.

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

Parts of the
Mailing System

This section describes the parts of your DM500™ and DM550™ Series
System and includes:
•

The Mailing System Exterior, including the Weigh-On-The-Way®
(WOW®) Module
The Mailing System Interior
The IntelliLink® Control Center
The Main Screen

•
•
•

Mailing System
Exterior

1

IntelliLink® Control Center - This contains the screen and keypad
for communicating with the mailing machine and the built-in postage meter (Postal Security Device).

2

Feed Cover - Protect moving parts and prevent foreign objects
from entering the machine. The feed cover protects the feeder.

3

WOW (Weigh-On-The-Way®) Cover - Protects the WOW® transport area on the DM Series™ systems that have the optional

4

Printer Cover - protects the print head and ink cartridge components.

5

Thickness Adjustment Knob - You use this knob to adjust for the
thicknesses of the envelopes you are feeding into your mailing system.

6

Weighing Capability - You can acquire a 5 or 10 lb. integrated platform scale for your DM Series™ Digital Mailing System.

7

On/Off switch - Turns the mailing system on and off. This is
located on the lower left side of the feed deck

8
9
10
11

12

13

SV61436 Rev. D

Feed Deck - This is where you load the mail.
Side Guide - Set this to reduce the skewing of pieces of mail as
you feed them into the feeder.
Transport Release Knob - You pull this knob out to drop the lower
half of the transport deck if you need to clear a jam.
Art Card Slot - The art card plugs
into the art card slot on the right
side of the IntelliLink® Control Center (as shown in the photo on the
right). The art card contains advertisements and inscriptions.

Quick Reference Card Set - These
are easy reference cards containing instructions for performing
operations like how to set postage, process mail, or clear jams. The
cards are located in a slot in the stacker module of your mailing system.
Stacker - This is where mail is deposited after the postage is
applied to the piece of mail. It is located on the right side of the
machine.

2-5

2 • Meet the DM500™ and DM550™ Digital Series Mailing System
The DM500™ and DM550™ Series Digital Mailing System

1
4
5

2

6

8
10
9

7

Right Side View of the DM500™ and DM550™ Series System

11

12

13

2-6

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
The DM500™ and DM550™ Series System with Optional WOW® Module

Connectors on the Back of the Mailing System Base

Dual External Device
USB Ports

Serial Port 
Connector

USB Ports - Four USB ports are located on the back, lower right side of the
machine. These provide communications with external devices like a
printer, an external scale, optional power stacker or a PC. If you are connecting to your organization’s Local Area Network (LAN), use one of these
USB ports to make the connection. For details, refer to section Connecting
Your Postage Meter to a LAN in Chapter 6 of this guide.
Serial Port Connector - One Pitney Bowes serial port connector. This is
for Pitney Bowes use only.

SV61436 Rev. D

2-7

2 • Meet the DM500™ and DM550™ Digital Series Mailing System
Mailing System
Interior

Interior of the DM Series™ System (Under the Front Cover)

Top release jam lever

E-Z Seal® bottle

Top release jam lever

Thickness adjustment
knob

Lower release lever

Feed deck

Thickness Adjustment Knob - Use this to adjust for the thicknesses of
the envelopes. You do not have to lift the cover to adjust the knob.
For thicker pieces of mail (3/8” to 5/8”), or mail
containing several inserts, use the thick mail
setting. For mail containing only single inserts,
or for postcards, use the normal mail setting.
Refer to the figure on the right.

Thick mail setting

Top Release Jam Lever/Lower Release
Lever - Lift these to clear jams on the Feed
deck.
Pressure-Sensitive Postage Tape - The 
DM Series™ system uses this pressure sensitive tape to print reports and meter stamps for
packages or pieces of mail that are outside
the limits specified for mailing materials. See
Specifications in Appendix C of this guide for
details.

Normal mail setting

Feed Deck - This feeds the envelopes to the printer. If your system has the
option WOW® module, this feed the envelopes to the WOW® transport
deck.
E-Z Seal® Sealing Solution Bottle - This contains the E-Z Seal® solution
used for moistening and sealing envelopes.

2-8

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
Interior of the DM Series™ System with Optional WOW® 
(Under the WOW® Cover)
Postage tape
holder in WOW®
Module
WOW transport
jam release lever

WOW transport
deck

WOW® Transport Jam Release Lever - Pull this to clear jams on the
transport deck.
Pressure-Sensitive Postage Tape - In the DM Series™ system with
optional WOW® module, the pressure sensitive postage tape is located as
shown below in the WOW® module.
WOW® Transport Deck - This transports the envelopes to the printer.

Under the DM500™ and DM550™ Series Print Cover
Ink cartridge
holder

Printhead
carriage

Ink Cartridge Holder - This contains the ink used to create the meter
stamp.
Printhead Carriage - This produces the meter stamp.

SV61436 Rev. D

2-9

2 • Meet the DM500™ and DM550™ Digital Series Mailing System
The IntelliLink®
Control Center

This section describes all of the function keys on the IntelliLink Control
Center, the control center Main Screen, and the connectors on the back of
the control center used to connect it to the AC adapter and to an analog
phone line.

Function Keys
1
2

Lock Button - Locks the IntelliLink® Control Center.

3

Normal Preset Key - Returns you to the most commonly used setting.

4

Mode Key - Press to choose from a variety of mail processing
modes.

5

Class Key - Enables you to select the correct class for your mailing
(e.g., First Class, Priority, Media mail).

6

Seal Key - Allows you to moisten and seal envelopes, with or without applying postage. You can also choose not to seal the envelopes at all.

7
8
9

10

11
12
13

2 - 10

Five Screen Keys - The five keys directly to the left of the display
screen allow you to select options displayed on the screen.

Accounts Key - Press to set up and edit accounts.
Custom Preset Key - Use this to choose frequently-used system
key settings for running different jobs
Menu Key - Press to view the following settings and options:
•
•
•
•
•
•
•

Meter Stamp Options
Set pU
Zero Scale
Maintenance
Turn Features On
Confirmation Services
Adjust Display Contrast

Funds Key - Press to view the following settings and options:
• Funds Available (in postage meter)
• Funds Used
• Total Pieces (of mail processed by your mail system)
Reports Key - Offers a selection of different types of reports to run.
Help Key - Gives detailed information about a screen you are viewing.
Numeric Keys - Press numbered keys to enter postage amounts
and weight. You can also use these keys to select numbered
options appearing in the display.

14

Enter Key - Press to enter the information you have selected for
the mailing system.

15

Arrow Keys - Moves you to new menus, or scrolls menus and
selects options.
SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
16
17

Tape Key - Allows you to print postage tapes for packages or
pieces of mail that are outside the limits specified for mailing materials. See Specifications in Appendix C of this guide for details.

18

Stop Key - Ends a mail or tape processing job in progress.

19

Clear Key - Clears an entry, or takes you back one screen.

20

SV61436 Rev. D

Start Key - Begins processing mail with the options you have
selected.

Alpha Keyboard - Use to enter accounts and other setup information. This keyboard is under a cover that opens for access.

2 - 11

2 • Meet the DM500™ and DM550™ Digital Series Mailing System
The Main Screen
The content of the main screen depends upon the current mode of the
machine. Main screens are the only screens that contain a meter stamp
replica area and a main status area.
The main screen enters a sleep mode after a certain period of inactivity.
Pressing any key wakes up the system and shows the last screen on the
display, or the one corresponding to the Normal Preset settings (refer to
Define Presets in Chapter 5 in this guide for more information).

1

Advertisement Display - The optional message to be printed on
the envelopes or tape (if selected).

2

Account - The optional account number or name charged with
postage.

3
4

5

Main Status Area - Important information such as warnings or help
or navigation tips. For example, if you select a class, a message
appears in this area.
Weight Display Area - The weight of the piece of mail.

6

Mode - The mode in which the piece of mail will be processed, or
what the next required action will be.

7

Meter Stamp - The official USPS indicia printed on the envelope or
tape.

8

2 - 12

Class - The class you selected for the piece of mail.

Batch Count - The number of pieces of mail run in a job.

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
Connectors on the Back of the IntelliLink Control Center
•

Analog Phone Line Connector - The term analog phone line refers to
a RJ11C or RJ11W compatible (single line) telephone wall plug typically
used for a residential phone or facsimile hookup. If you do not have a
LAN connection, you can use the analog phone line connector to add
postage funds to your meter. If the analog phone line is not close to
your DM Series™ system, you can remove the IntelliLink® Control
Center from your system and move it to another location. For more
information, refer to Connecting Your Control Center to a Remote Analog Line in Chapter 6 of this guide.

•

External USB Connector - The IntelliLink® Control Center has a connector for a USB device. If the PCN number of your IntelliLink ® Control
center is one of the ones listed under USB Connector label in the figure
below, you must connect an external modem to this USB connector to
dial into Pitney Bowes to perform feature updates or add postage. The
PCN number is located on the bottom of your IntelliLink® Control Center.
IntelliLink® Control Center AC Adapter Receptacle - The receptacle
for the AC adapter is located on the back of the IntelliLink® Control
Center. If you need to remove the control center from the mailing system base and move it to an analog telephone line, you plug the AC
adapter into this receptacle.

•

Analog Phone Line Connector
Use this to connect directly to an
analog phone line if the PCN on
the bottom of the IntelliLink® 
Control Center has the number:
1DXX

AC Adapter Receptacle

SV61436 Rev. D

USB Connector
Use this to connect an
external modem if the
PCN on the bottom of
the IntelliLink® Control
Center has the number:
1CXX

2 - 13

2 • Meet the DM500™ and DM550™ Digital Series Mailing System

2 - 14

SV61436 Rev. D

3 • Mail in a Minute

Contents
Mail in a Minute .................................................................................... 3-2
Preparing Your Mail.............................................................................. 3-2
Running the Mail .................................................................................. 3-3
Printing Postage Tapes ........................................................................ 3-4

SV61436 Rev. D

3 • Mail in a Minute

Mail in a Minute

This chapter explains how to use the “Key In Postage” mode. It’s the quickest and easiest way to run a piece of mail or print a postage tape.
Use this mode if:
• You know the postage amount.
• All envelopes are the same size.
• You are printing postage on postcards.

For instructions on other available modes for running your mail, refer to
Determining the Correct Postage Mode section in Chapter 4 in this guide.
For tips on feeling light weight or bulky pieces of mail, flats and postcards,
or any mail that is easily damaged, refer the Tips on Feeding Mail section in
Chapter 4 in this guide.

Preparing Your
Mail

3-2

1. Remove any onion skin/airmail type envelopes, Tyvek® envelopes,
envelopes that are thicker than 5/8” or any pieces of mail that are outside the limits specified for mailing materials - see Specifications in
Chapter 12 of this guide for details. Print the postage for this type of
mail on tape.
2. Sort the mail by envelope size and weight. If you are using the accounting feature, sort by account as well.
3. Shingle the envelopes
so they are slanted
slightly to the left as
shown in the picture
shown below. 



Envelopes shingled to the left







SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
4. Place the stack of mail on the feed deck shown in the picture below.
Feed
Sensor

Side Guide

•

Place the envelopes with the flaps down and against the rear
wall.
• Make sure the envelopes are pushed far enough so that they
cover the feed sensor on the rear wall.
5. Adjust the side guide so it is close to, but not touching, the bottom edge
of the envelope stack. Be sure and leave a slight clearance between
the side guide and envelopes (about 1/16 inch clearance).
6. Adjust the thickness adjustment knob to
Thick Mail Setting
adjust for envelope thickness. For
thicker pieces of mail (3/8” to 5/8”), or
mail containing several inserts, use the
thick mail setting. For mail containing
only single inserts, or for postcards, use
the normal mail setting. Refer to the figure on the right.
To pick a setting, turn the knob to the
arrow located on the feed cover.
7. Make sure you have sufficient funds in
your postage meter. If the message
“Low Funds” appears on the screen,
make sure you can complete the mail
Thin Mail Setting
run with the funds you have. If you do
not have enough funds, see Chapter 6,
Adding Postage in this guide. uide and
envelopes (about 1/16 inch clearance).

Running the
Mail

SV61436 Rev. D

1. Press the Mode key on the IntelliLink® Control Center.
2. Select Key In Postage.
3. Key in the correct postage value using the numeric keys on the control
center, then press the Enter key.
4. Place the piece of mail on the feed deck and press the Start key.

3-3

3 • Mail in a Minute

Printing
Postage Tapes

Print postage tapes for:
•
•
•
•
•

Packages
Onion skin/airmail type envelopes
Tyvek® envelopes
Envelopes that are thicker than 5/8”
Any pieces of mail that are outside the limits specified for mailing materials - see Specifications, Mailing Materials in Chapter 12 of this guide
for details.
You can request up to 99 tapes at a time. The tapes exit into the stacker.
The DM500™ and DM550™ Digital Mailing System is designed to use a
special pressure sensitive adhesive tape made exclusively for it.
CAUTION: Use only fresh rolls of Pitney Bowes tape to avoid
distortion or jams in the mechanism and possible loss of postage.

To print a postage tape:
1. Locate the tape exit on the right side of the mailing system.
2. With the correct postage set on the main screen, press the Tape key to
print one tape.
3. To print more than one tape, use the numeric keys to type in the number of tapes you want, then press the Tape key. The system prints the
tapes.
NOTE: Do not lift any of the covers on the mailing system while the tape is printing or the system will stop printing, cut and eject the tape.

3-4

SV61436 Rev. D

4 • Running Mail

Navigating Hints ................................................................................... 4-2
Applying Postage and Running Mail .................................................... 4-3
Determining the Correct Postage Mode ............................................... 4-4
Preparing Your Mail.............................................................................. 4-6
Selecting the Postage Mode and Running the Mail ........................... 4-10
Selecting or Deselecting an Account ................................................. 4-16
Selecting the Class, Carrier, Special Services or Options ................. 4-18
Selecting the Meter Stamp Options.................................................... 4-20
Using Electronic Confirmation Services ............................................. 4-22
Adding Postage or Changing the Date............................................... 4-31
Clearing the Batch Count ................................................................... 4-32

SV61436 Rev. D

4 • Running Mail

Navigating
Hints

•
•
•
•

The maximum number of options displayed is 5. To view more options,
press the down arrow key.
You can select a numbered option either by pressing the screen key
next to the option, or by pressing the corresponding number on the keyboard and then pressing the Enter key.
To go back one screen or more, clear an entry, or return to the “Ready”
screen, press the Clear key. Pressing the left arrow key returns you to
the main screen.
Other selection or navigation or help information appears at the bottom
of the screen. Also, check for messages next to the arrow keys on the
bottom right side of the screen.

Select Mode
 1. Key in Postage
 2. Differential Weighing
Screen
Options

 3. Manual Weight Entry
 4. Attached Scale
 5. Seal Only - No Printing

Home

4-2





Arrow Keys
and Help
Information

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

Applying
Postage and
Running Mail

To apply postage and run mail on the DM500™ and DM550™ Series System, follow the procedures listed here.
You must follow procedures 1 and 2 before you run mail through the system and apply postage. If you are using Accounting, you must also follow
procedure 4.
Follow the other procedures listed here as needed.
For details on each procedure, refer to the section number listed here.

1 Determining the Correct Postage Mode. Deciding the appropriate
mode for your specific mail run.

2 Preparing Your Mail. Getting your mail ready for the DM500™ and
DM550™ Series Digital Mailing System.

3 Selecting the Postage Mode and Running Mail. Choosing the mode
for running your mail and tapes.

4 Selecting or Deselecting an Account to Print Postage. Refer to
this section if your system uses accounting.

5 Selecting the Class. Refer to this section if you need to specify a
class or select a special service.

6 Selecting Meter Stamp Options. This section describes how to
change the elements printed on your piece of mail.

7 Using Electronic Confirmation Services. This section tells you how

to use preprinted barcode labels provided by Pitney Bowes to electronically process and submit records for USPS Confirmation Services
to the Pitney Bowes Data Center.

8 Adding Postage or Changing the Date. This sections tells you how
to add more postage or change the date of your postage.

9 Clearing the Batch Count. Refer to this section if you want to clear or
reset the number of pieces of mail processed by your system.

SV61436 Rev. D

4-3

4 • Running Mail
1 Determining

the Correct
Postage
Mode

Feeding Mail or Printing Tape?
1. If your mail requires no application of postage, see Chart C on the following page to choose your mode.
2. If your mail requires postage, you must determine if you can print
directly on your mail. You can feed mail if your pieces of mail are:
• under 5/8in. (15.9mm) thick.
• over 3.5 in. x 5 in. or under 13 in. x 10 in.
• underr 10 lbs.
• not too thin (such as fliers, or Tyvek® envelopes) or too fragile
(such as air mail and onion skin envelopes) to pass through the
feeder.
• Meet the other requirements for mail feeding listed in Chapter 12,
Specifications in this guide.
3. If your mail meets the above requirements, select the appropriate mode
from Chart A below.
4. If your mail does NOT meet the requirements for direct printing, you
MUST print a postage tape. Select the applicable postage mode from
Chart B on the following page.
Chart A - Printing on Mail

4-4

If:

Then use this mode:

You know the amount of postage needed for
your piece of mail.

Key In Postage

You do not know the weight of your piece of
mail.

Attached Scale

The pieces of mail are different weights but fall
within the guidelines listed above and in the
Specifications in Appendix C in this guide.

WOW® - Weigh-On-TheWay®

All pieces of mail are identical.

Weight First Piece (only available with WOW®)

Your pieces of mail vary in types, sizes, and/or
weights.

Differential Weighing (available as an option on your DM
Series™ Digital Mailing System).

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

Chart B - Postage Tape Mode
If:

Then use this mode:

You know the amount of postage needed for
your piece of mail.

Key In Postage

You do not know the weight of your piece of
mail.

Attached Scale

You have several pieces of mail and do not
know their postage

Attached Scale - AutoTape
(An option you can purchase,
not available on all systems.)

You know the weight.

Manual Weight Entry
(An option you can purchase,
not available on all systems.)

Your pieces of mail vary in types, sizes and/or
weights.

Differential Weighing

Chart C - Mail Modes with NO Postage

SV61436 Rev. D

If:

Then use this mode:

Your mail requires a permit.

Print Permit (An option you
may be able to purchase. Not
available on all systems.)

You only want to seal the envelope and do
NOT want to apply postage.

Seal Only (No Printing)

You want to print the date or time on incoming
mail for record keeping.

Time and Date Stamp (An
option you can purchase, not
available on all systems.)

4-5

4 • Running Mail
2 Preparing

Your Mail

If you intend to run pieces of mail through your system, read About Running Mail below. If you are going to print postage tapes, read About Printing Postage Tapes in this section.
Then, proceed to instructions for selecting the mode and running the job.
Refer to Chapter 12, Specifications in this guide to make sure your mail is
compatible with your mailing system. For tips on feeding light weight or
bulky pieces of mail, flats and postcards, or any mail that is easily damaged, refer to “Tips on Feeding Mail” in this section.

About Running
Mail

1. Sort the mail by envelope size and unless you are using the optional
WOW module, sort by weight also. If you are using the accounting feature, sort by account as well.
2. Shingle the envelopes
so they are slanted
slightly to the left as
shown in the picture
on the right. 


Envelopes shingled to the left






3. Place the stack of mail on the feed deck shown in the picture below.
Feed
Sensor

Side Guide

•
•

Place the envelopes with the flaps down and against the rear wall.
Make sure the envelopes are pushed far enough so that they cover
the feed sensor on the rear wall.
4. Adjust the side guide so it is close to, but not touching, the bottom edge
of the envelope stack. 
Be sure and leave a slight clearance between the side guide and envelopes (about 1/16 inch clearance).
4-6

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
5. Adjust the thickness adjustment knob to
adjust for envelope thickness. For
thicker pieces of mail (3/8” to 5/8”), or
mail containing several inserts, use the
thick mail setting. For mail containing
only single inserts, or for postcards, use
the normal mail setting. Refer to the figure on the right.
To pick a setting, turn the knob to the
arrow located on the feed cover.
6. Make sure you have sufficient funds in
your postage meter. If the message
“Low Funds” appears on the screen,
make sure you can complete the mail
run with the funds you have. If you do
not have enough funds, see Chapter 6,
Adding Postage in this guide.

SV61436 Rev. D

Thick Mail Setting

Thin Mail Setting

4-7

4 • Running Mail

Tips on Feeding
Mail

•
•

•
•

•

•

Presealed Envelopes: If you are using presealed envelopes, make
sure you press the Seal key on the IntelliLink® Control Center and
select Sealer off or the envelopes will jam.
Pieces of mail that are 5/8" thick: If you are running pieces of mail
that are each 5/8” thick, you must run them one piece at a time. Do not
stack them on the feed deck and attempt to feed them automatically they will jam.
Puffy mail: Be sure to compress all "puffy" mail before placing it on the
feed deck.
Portrait flats or light, easily damaged mail: You may want to reduce
the speed at which the pieces of mail travel through the machine. To do
this, press the Mode key, then press the right arrow key (speed) to
change between normal and reduced speed.
Any mail with the flap on the opposite side: For mail where the indicia is located on the side opposite of the flap (the flap is on the bottom
of the mail piece), make sure the mail is completely sealed before processing the mail in the WOW® mode as shown below.
Postcards: You may want to process postcards using the reduced
speed mode. Remember to use the Key in Postage mode for postcards.
if this is where you want the
indicia ...

make sure the mail is completely
sealed when you feed it through the
machine

Flap face-down
and sealed

4-8

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

About Printing
Postage Tapes

Print postage tapes for:
•
•
•
•
•

Packages
Onion skin/airmail type envelopes
Tyvek® envelopes
Envelopes that are thicker than 5/8”
Any pieces of mail that are outside the limits specified for mailing materials - see Appendix C, Specifications in this guide for details.
You can request up to 99 tapes at a time. The tapes exit into the stacker.
The DM500™ and DM550™ system is designed to use a special pressure
sensitive adhesive tape made exclusively for it.
CAUTION: Use only fresh rolls of Pitney Bowes® tape to avoid
distortion or jams in the mechanism and possible loss of postage.
•
•

To print one tape, you simply press the Tape key instead of placing mail
on the feed deck.
To print more than one tape, use the numeric keys to type in the number of tapes you want, then press the Tape key. The tapes exit into the
stacker on the right side of the mailing system.
NOTE: Do not lift any of the covers on the mailing system while the tape is
printing or the system will stop printing, cut and eject the tape.

SV61436 Rev. D

4-9

4 • Running Mail
3 Selecting

the Postage
Mode and
Running the
Mail

Once you decide the appropriate mode for
running your mail job, you select the mode
on your mailing system. To access the
modes, press the Mode key on the IntelliLink® Control Center.
The names of the modes as they appear on
the screen are shown in the menu on the
right.
Depending on your model number, you
may have all or only some of these options.

Select Mode
 Key in Postage
 WOW - Weigh on the Way
 Weigh First Piece
 Differential Weighing
 Manual Weight Entry
 Attached Scale
 Seal Only - No Printing
 Time and Date Stamping

For a detailed description of each mode,
refer to the specific mode topic in this section. Follow the steps for your mode
exactly.
While your mailing system processes the mail, the screen:
•
•
•
•

Mode Selection:
Reduced Speed
Mode

Displays the status of the current job.
Instructs you, if necessary: to insert an envelope or to reboot your system (or displays an error message).
Keeps a running count of processed mail.
Displays errors, at which point the machine stops immediately.

Reduced Speed Mode provides "Normal" or "Reduced" speed mode for
mail that requires extra care during processing. This option can be saved in
a custom preset.
To use this mode:
1. Press the Mode key.
2. Press the right arrow key to toggle between "Normal" and "Reduced"
speed. The current speed appears on the bottom left corner of the
screen.
Reduced Speed Mode will remain active unless it is changed by the operator, or the system defaults to ‘Normal’ as part of the Normal Preset.

4-10

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

Mode Selection:
Key in Postage

Use this mode if you know what the correct amount of postage is for your
mail and you intend to apply this postage to each piece.
1. Press the Mode key.
2. Select Key In Postage.
3. Key in the correct postage value using the numeric keys on the 
IntelliLink® Control Center, then press the Enter key.
4. If you are done, place the mail on the feed deck and press the Start
key, otherwise go to step 4.
5. If you want to change the date, add or change an advertisement or
inscription, press the Menu key and select Meter Stamp Options. For
more information, refer to “Selecting the Meter Stamp Options” in this
chapter.
6. When finished, place the stack of mail or piece of mail on the feed deck
and press the Start key.

Mode Selection:
WOW® - WeighOn-The-Way®

This feature is available only on systems that have the optional 
Weigh-On-The-Way® (WOW®) module installed.
WOW® feature increases your productivity by weighing the piece of mail
and applying the correct postage as it travels through the mailing machine.
WARNING! Do not lean on or disturb the system while it is processing mail in this mode. It will affect the amount of postage applied to
the mail piece.

To run mail in the WOW® mode:
1. Press the Mode key.
2. Select WOW - Weigh on the Way.
3. Press the Class key and select the class. For more information, refer to
“Selecting the Class, Carrier, Special Services or Options” in this chapter.
4. Press the Seal key and select your sealing option.
5. Place the stack of mail on the feed deck.
6. Press the Start key.

SV61436 Rev. D

4-11

4 • Running Mail

Mode Selection:
Weigh First Piece

This feature is available only on systems that have the optional 
Weigh-On-The-Way® (WOW®) module installed.
In this mode, the machine weighs the first mail piece and processes the
remaining mail at the same postage rate.
WARNING! Do not lean on or disturb the system while it is processing mail in this mode. It will affect the amount of postage applied to
the mail piece.

To run mail in this mode:
1. Press the Mode key.
2. Select Weigh First Piece.
3. Press the Class key and select the class. For more information, refer to
4-“Selecting the Class, Carrier, Special Services or Options” in this
chapter.
4. Press the Seal key and select your sealing option.
5. Place the stack of mail on the feed deck.
6. Press the Start key.

Mode Selection:
Differential
Weighing

This option is available on your system if it has the optional integrated platform scale or an attached external scale.
This option allows you to place all of the mail on the scale at once, then
remove each piece, one at a time and run it through the system. The system calculates the postage for each piece of mail you remove from the
scale and applies the postage to the piece as it goes through the mailing
system.
For larger pieces of mail (large envelopes or packages), you can use differential weighing to have the system automatically print a tape every time
you remove a piece of mail from the scale.
Before using differential weighing:
•

•

Make sure each piece of mail weighs at least as much as the amount
specified as the differential trip weight during the installation of your
mailing system. Refer to the Set Up the Scale/Select Rates: Diff Weigh
Trip Weight section in Chapter 5 in this guide.
Make sure the stack of mail is less than the capacity of the scale. If
"overweight" appears on the display, remove pieces of mail until the
message disappears.

To use differential weighing:
1. Remove all pieces of mail from the scale.
2. Set the scale to zero by pressing the Menu key, then selecting Zero
Scale.
3. Press the Mode key.
4. Select Differential Weighing.
5. The system prompts you to place the mail on the scale.
CAUTION: Make sure you center the mail on the scale and
check to be sure it is not touching any other surface or object.

4-12

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
6. Place the mail on the scale.
• If you have previously selected a class, the system displays the following prompt at the top of the screen: Print tapes automatically
On or Off.
- If you select On, then when you remove each piece of mail, the
system automatically prints a tape.
- If you select Off, you remove the first piece of mail and place it
on the feed deck. The system automatically feeds the mail.
• If you have not previously selected a class, you are prompted to
select one now. For more information, refer to “Selecting the Class,
Carrier, Special Services or Options” in this chapter.
7. Begin removing mail from the scale. Please note the following:
• Remove each piece of mail in a single continuous motion.
• If you mistakenly remove more than one piece of mail, put all of the
pieces of mail back on the scale. If you only put one piece back on,
the system does not print the correct postage.
8. When you remove the last piece of mail from the scale, the system asks
you if you want to print postage. This is in case the last piece you
remove from the scale is the container for the mail.

Mode Selection:
Manual Weight
Entry

To perform manual weight entry:
1.
2.
3.
4.

Press the Mode key.
Select Manual Weight Entry.
Type in the number of pounds and press Enter.
If the weight of your mail is less than 1 lb, press the right arrow key to
go to the ounces field.
5. Type in the number of ounces and press Enter.
Press the Class key if required and select the class. For more information, refer to “Selecting the Class, Carrier, Special Services or Options”
in this chapter.
NOTE: If the weight you enter is invalid for the class, you are prompted to
select another class.

6. If this is a package, press the Tape key, otherwise go to step 7.
7. Place the piece of mail on the feed deck.
8. Press the Start key.

SV61436 Rev. D

4-13

4 • Running Mail

Mode Selection:
Attached Scale

Use this option If the AutoScale feature is set to Off see Set Up Scales/
Rates: AutoScale in Chapter 5 in this guide.
1. Press the Mode key.
2. Select Attached Scale. The “Attached Scale Mode” screen appears.
3. Place the piece of mail on the scale.
CAUTION: Make sure you center the mail on the scale and
check to be sure it is not touching any other surface or object.

4. If the class displayed in this screen is incorrect, press the Class key
and select the class. For more information, refer to “Selecting the
Class, Carrier, Special Services or Options” in this chapter.
5. If this is a package, press the Tape key, otherwise go to step 6.
6. Place the piece of mail on the feed deck.
7. Press the Start key.

Mode Selection:
Seal Only

Seal Only Mode allows you to seal envelopes without applying postage. If
you are running accounting, and you select Seal Only Mode, you will be
prompted to select an account to track the pieces against.
When you view or print an accounting report, “Seal Only” will appear in the
Class column if the pieces were processed in Seal Only mode.
1. Press the Mode key.
2. Select Seal Menu - No Printing and select the appropriate option.
3. Select the Reset Counter option if you want to clear the number of
pieces of mail fed into the machine in the seal only mode.
4. Place the mail on the feed deck.
5. Press the Start key.
NOTE: For additional sealing options, press the Seal key on the IntelliLink®
Control Center. This allows you to select the following options:
• Sealer on (seal envelopes)
• Sealer ff o
• Seal only, don’t print

4-14

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

Mode Selection:
Time and Date
Stamping

Time Date Stamping mode allows you to print the current time and date,
along with the word “Received” on incoming mail.
The time and date will remain the same during a single transaction
(whether you process a single envelope or 100 envelopes.) The system will
update the date and time during the mail run.
NOTE: The mailing system may operate at a slightly slower speed dur-

ing this process.

1. Press the Mode key.
2. Select Time and Date Stamping. The time/date stamp appears in
place of the meter stamp on the Main screen.
3. Turn the piece of mail over, so the meter stamp is facing down. Then,
place the envelope on the feed deck with the flap facing up.
4. Press the Start key. The Time/Date stamp prints on the envelope.

Date prints here (MMM DD YYYY)

Time prints here

SV61436 Rev. D

4-15

4 • Running Mail
4

Selecting or
Deselecting
an Account

Selecting an
Account

If you use Accounting, you must select an account. If you are using Budget
Manager or Business Manager refer to the operator guide or help system
provided with those applications.
You can select an account manually by scrolling through the entire list of
accounts on your system.
If you know part of the account name or the speed code, you can use the
account name search or the speed code search to locate the account you
want to use.
If you know only part of the account name or the speed code, you can use
the account name or speed code search to narrow down the list of
accounts to those that most closely match the search criteria you entered.
NOTES: You can use the left arrow key to toggle between the account name
and speed code search methods on the Select Account screen. When you
select an account by name or by speed code, the search setting remains in
effect even after you leave the Select Account screen. The next time you select
an account, the last search method you used will be active.

Selecting an Account Manually
Follow the steps below to select an account:
1. Press the Account screen key. The Select Account screen appears
listing all of your accounts.
2. Select the Account you want to use to charge postage. Use the down
arrow key to scroll through the Account list, then press the screen key
that corresponds with the account name.
3. If the Account password is enabled, the Enter Account Password
screen appears. If the Account password is not enabled, go to step 4.
a. Type in the password.
b. Press Enter.
4. The system returns to the Main screen. The name of the account you
selected appears in the Account field.

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DM500™ and DM550™ Series Digital Mailing System Operating Guide
Selecting an Account by Name
The account name search allows you to type in the account name, or part
of the account name, to narrow down your search. Follow the steps below
to select an account by name:
1. Press the Account screen key. The Select Account screen appears
listing all of your accounts.
2. If necessary, press the left arrow key to toggle the search by account
name method.
3. Type in the first few characters of the account name. The list on the
screen will show all the account names that start with the characters
you have entered.
4. Select the account you want to use:
• Press Enter to select the account that most closely matches the
characters you searched on; or
• If a list of account names appear on the screen, press the screen
key that corresponds with the account you want to use.
The system returns to the Main screen, and the name of the account
appears in the Account field.
5. If the account password is enabled, the Enter Account Password
screen appears. If the account password is not enabled, go to step 4.
a. Type in the password.
b. Press Enter.
Selecting an Account by Speed Code
The speed code search allows you to type in the speed code, or part of the
speed code, to narrow your search. Follow the steps below to select an
account by speed code:
1. Press the Account screen key. The Select Account screen appears
listing all of your accounts.
2. If necessary, press the left arrow key to toggle the search by account
name method.
3. Type in the speed code, or the first few numbers of the speed code.
The screen will show the account names that correspond with the
speed code you typed.
4. Select the account you want to use:
• Press Enter to select the account that most closely matches the
characters you searched on; or
• If a list of account names appear on the screen, press the screen
key that corresponds with the account you want to use.
The system returns to the Main screen, and the name of the account
appears in the Account field.
4. If the account password is enabled, the Enter Account Password
screen appears. If the account password is not enabled, go to step 4.
a. Type in the password.
b. Press Enter.

Deselecting an
Account

SV61436 Rev. D

1. Press the Accounts key.
2. Select 0. None from the top of the list.
3. “Account: None” now appears in the main screen.

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4 • Running Mail
5

Selecting
the Class,
Carrier,
Special
Services or
Options

Each carrier has its own set of classes and each class has its own set of
special services. When you select a class or carrier, only those options
available for that selection display in the main screen.
NOTE: When selecting a class/carrier:
• If your system has been set up to retain the class on each piece of mail
weighed then the class that appears in the main screen will be the one you
selected last.
• If you turn off and then turn on the power to your system, or if your system
has been set up to clear the class on each piece of mail weighed, it will clear
the class. In this case, you need to select a new class.
• If you place a piece of mail on the scale, or enter a weight manually, the system automatically prompts you to select a new class if the new weight
requires a different class.

1. Press the Class key. A list of available classes appears in the screen.
2. Select the class and press Enter.
3. If a ZIP Code or Zone is required, you are prompted to enter it. Press
Enter to accept it. For more information, refer to “Selecting ZIP Codes
and Zones” in this section.
4. If a country is required, you are prompted to select it. Press Enter to
accept. For more information, refer to Selecting a Country in this section.
5. If special services are available with the class you select, they are displayed.
6. Even if you do not want any special services, press the Enter key to
confirm the class.
7. Press the Tape key to print a postage tape. To apply postage to a piece
of mail, place it on the feed deck and press the Start key.

Selecting ZIP
Codes and Zones

If your postal rate or special service requires a ZIP Code or Zone, you are
prompted to enter it. The system prompts you for either the ZIP Code or
Zone (for details, see Setting Up the Scale/Rates: ZIP/Zone prompt section
in Chapter 5 of this guide).
1. When you select a class, you may be prompted to enter the ZIP Code
or Zone:
• To access the Intra-BMC Package Services Parcel Post rates, enter
only the first 3 digits of the ZIP Code.
• To access the Inter-BMC Package Services Parcel Post rates, enter
all 5 digits of the ZIP Code.
2. Press Enter.

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DM500™ and DM550™ Series Digital Mailing System Operating Guide

Selecting a
Country

If your class requires you to select another country:

Selecting a
Smart Class™

1. Press the Class key.
2. Press the right arrow key (ll Rates).
3. You are prompted to "Select Rate". Select the name of the custom carrier you created, for example, Carrier 1.
4. You are prompted to "Select Class". Select the name of the Smart
Class™ you created, for example, Smart Class 1.
5. The name of the Smart Class™ appears in the main display along with
the first weight break class:

1. A list of countries appears in the display. You can scroll through the
countries:
• Using the up/down arrows;
• By typing in the first few letters of the country until you get a match;
or
• By typing in the numeric code for that country.
2. Select the country you want.

 Class: Smart Class 1
1st Class Auto Letter 5 Digit

6. For more information on creating a Smart Class™, refer to Setting up
the Optional Smart Class™ Feature in Chapter 5 in this guide.

SV61436 Rev. D

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4 • Running Mail
6

Selecting
the Meter
Stamp
Options

The Meter Stamp Options selection allows
Meter Stamp Options
you to change the elements printed on your
piece of mail or tape.
 Date
 Ad/Message
You access the Meter Stamp options by
pressing the Menu key on the IntelliLink®  Inscription
Control Center and then selecting Meter
 Piece ID Number*
Stamp Options.
 Print Position
The list of options that display depends on  Multiple Tapes
the model number of your mailing system.  Custom Messaging
All of the possible options, shown in the
menu on the right, are described in this sec*International Use Only
tion.

Meter Stamp
Options: Date

1. Press the Menu key.
2. Select Meter Stamp Options.
3. Select the Date option. Depending on your previous selections, a combination of the following selections appears.
• Don’t Print Date
• Print only Month and Year
• Advance Date (see NOTE)
4. Make your selection and follow the prompts on the main screen. Press
Enter when complete.
NOTE: If you select Advance Date and choose to store it in a preset, refer to
How to Store Advance Date in a Custom Preset in Chapter 5 in this guide.

Meter Stamp
Options:
Advertisement

You can have a variety of advertisements appear on your mail.
To add more advertisements, refer to Performing Updates or Adding Features in Chapter 9 in this guide.
1.
2.
3.
4.
5.

Press the Menu key.
Select Meter Stamp Options.
Select the Ad/Message option.
Use the down arrow key to scroll through the advertisements.
Press the screen key that is next to the advertisement you want. The
advertisement then appears next to the meter stamp.
The advertisements provided with your system are shown here.
Address Service Requested
Return Service Requested
Seasons Greetings
United States Flag

4-20

Recycle
Happy Thanksgiving
Please Open Immediately
Urgent

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DM500™ and DM550™ Series Digital Mailing System Operating Guide

Meter Stamp
Options:
Inscription

You can have a variety of inscriptions appear on your piece of mail. For a
list of the inscriptions provided with your mailing system, refer to Chapter
11, Supplies and Options in this guide.
To add more inscriptions, refer to Performing Updates or Adding Features
in Chapter 9 in this guide.
1.
2.
3.
4.
5.

Press the Menu key.
Select Meter Stamp Options.
Select the Inscription option.
Use the down arrow key to scroll through the inscriptions.
Press the screen key that is next to the inscription you want. The
inscription then appears next to the meter stamp.
The inscriptions provided with your system are shown here.
Presorted First Class
Presorted Standard
Non Profit Organization
Standard
Par Avion

Meter Stamp
Options: Print
Position

Meter Stamp
Options:
Multiple Tapes

Meter Stamp
Options:
Custom
Messaging

SV61436 Rev. D

Air Mail
Printed Matter
First Class
Priority Mail
Presorted

This selection allows you to move the print position of the meter stamp
away from the right edge of the envelope.
1.
2.
3.
4.

Press the Menu key.
Select Meter Stamp Options.
Select the Print Position option.
Use the left and right arrow keys to switch between the possible positions (1 - 5 where 1 is the position closest to the right edge).

This provides an alternate method for printing multiple tapes.
1.
2.
3.
4.
5.

Press the Menu key.
Select Meter Stamp Options.
Select the Multiple Tapes option.
Enter the number of tapes you want to print.
Press Enter.

This selection allows you to add a custom message adjacent to the meter
stamp. For more information about custom messaging, refer to Creating
Custom Messages in Chapter 5.
1.
2.
3.
4.
5.

Press the Menu key.
Select Meter Stamp Options, then select Text Entries.
Select the custom message you want to print on the envelope.
Press Enter when done.
Press the left arrow key to return to the Main screen.

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4 • Running Mail

Using
Electronic
Confirmation
Services

The United States Post Office (USPS) provides three types of confirmation
services:

Overview

Postage Calculation for Confirmation Services

7

•

Delivery Confirmation - shows you when the postal carrier delivered
the mail.
• Signature Confirmation - shows you who signed for the mail.
• Certified Mail - provides you with proof that you mailed the item.
Each of these services has its own barcode labels. Using preprinted barcode labels provided by Pitney Bowes, you can electronically process and
submit records for the three types of USPS Confirmation Services to the
Pitney Bowes Data Center.

As soon as you weigh your piece of mail and select the class and service,
your mailing system automatically calculates the postage.
NOTE: When using these services, you cannot type in the postage manually.
You can however use manual weight entry.

Discounts for Confirmation Services
•
•

When you use any of these services with your mailing system and send
the barcodes electronically over the phone line, you get a discount on
the cost of the service.
In some cases, like adding Electronic Delivery Confirmation to a Priority
letter, you only pay the postage required for Priority mail.
NOTE: Your discounts are valid only if you use the barcode labels provided by
Pitney Bowes and send the records electronically.

Sending Your Records to Pitney Bowes
Your system stores up to 100 of your barcode records and automatically
connects to Pitney Bowes and uploads these records either at the scheduled time you specified during set up, or whenever you have processed the
maximum number of pieces of mail on the system.
NOTE: In order to automatically upload your records, your system must have a
full-time LAN or dedicated analog phone line connection.

Tracking Information on the Internet
•

•

4-22

After 24 hours you can track your mail on the internet using your Pitney
Bowes Postage By Phone® Meter Payment System account number
and the barcode number. Refer to the Contact Information List at the
front of this guide for more information.
You can also track your mail by going to the Postal Service’s web site at
www.usps.com.

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
Adding Services or Making Changes
•
•
•

Using
Confirmation
Services Before
Printing Postage

If you already have postage on the mail and then decide you want to
add a service, follow the instructions here for Adding Confirmation Services After Printing Postage.
If you need to add more postage to cover the confirmation services,
refer to the section, Add Postage and/or Change the Date in this chapter.
If you realize you have put the wrong barcode on a piece of mail or
package, you can change it as long as you have not sent the records to
Pitney Bowes. Follow the instructions here for Editing, Deleting or
Sending Confirmation Services Records.

USPS Confirmation Services are available when you are in the Attached
Scale mode, or Manual Weight Entry mode. Refer to “Selecting the Postage Mode and Running the Mail” in this chapter for more information.
The following procedure is based on using a Priority class and the E-Del
Con service. Your procedure may vary slightly depending on your class
and service.
1.
2.
3.
4.
5.
6.
7.
8.

9.

Place the piece of mail or package on the scale.
Press the Class key.
Select the class, for example, Priority.
Select the service, for example, E-Del Con. As soon as you select the
service, a check mark appears in front of it.
Press the Enter key.
At this point, you are prompted to enter the 5-digit destination ZIP
Code. Use the numeric keyboard to enter the code.
Press the Enter key and the “Barcode” screen appears.
If this is the first time you are entering a confirmation service, the
screen is blank and you need to enter the entire barcode value. If you
have a barcode scanner, you can scan in the number.
a. If you have used the confirmation service before, the next barcode
value (in the series of barcode labels) appears, minus the last digit.
b. If you have used all of the labels in a series of barcode labels, make
sure you start with the top label with the lowest last 4-digits and not
the bottom label with the highest last 4-digits. If you have a barcode
scanner, you can scan in the number.
If you are using a barcode scanner and have set up your system to
automatically enter the barcode value (see Setting Auto-Enter in Chapter 5 in this guide), go to step 10.
If you type in the barcode value, enter the last digit of the number from
the label you will use. Then press the Enter key to accept the barcode
value and the system returns to the main screen (“Attached Scale
Mode” appears).
NOTE: Make sure the barcode on the label matches the barcode value you
just entered in the system.

10. Press the Tape key to print a tape. To print postage on a piece of mail,
place it on the feeder and press the Start key.
11. You are prompted to apply the barcode label to the package. Apply the
barcode to the package.

SV61436 Rev. D

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4 • Running Mail
12. Press the Enter key. The “Enter another package?” screen appears.
Follow the screen prompts to process more pieces of mail for confirmation services.

Adding
Confirmation
Services After
Printing Postage

If you have already applied postage to a piece of mail and you now want to
add a confirmation service to it, follow the procedure here.
This procedure is based on using a Priority class and the E-Del Con service. Your procedure may vary slightly depending on your class and service.
1.
2.
3.
4.
5.

Place the piece of mail or package on the scale.
Press the Menu key.
Press the down arrow key and then select Confirmation Services.
Select Add Record. The “Select Class” screen appears.
Select the class, for example Priority Mail. The “Select Service” screen
appears.
6. Select the service, for example, E-Del Con. Press the Enter key.
7. At this point, you are prompted to enter the 5-digit destination ZIP
Code. Use the numeric keyboard to enter the code.
8. Press the Enter key and the “Barcode” screen appears.
• If this is the first time you are entering a confirmation service, the
screen is blank and you need to enter the entire barcode value. If
you have a barcode scanner, you can scan in the number.
• If you have used the confirmation service before, the next barcode
value (in the series of barcode labels) appears, minus the last digit.
• If you have used all of the labels in a series of barcode labels, make
sure you start with the top label with the lowest last 4-digits and not
the bottom label with the highest last 4-digits. If you have a barcode
scanner, you can scan in the number.
• If you are using a barcode scanner and have set up your system to
automatically enter the barcode value (see Setting Auto-Enter in
Chapter 5 in this guide), go to step 9.
• If you type in the barcode value, enter the last digit of the number
from the label you will use. Then press the Enter key. Once you
have entered or accepted the displayed barcode value, you get a
screen that summarizes the information you are sending.
NOTE: If you have selected a confirmation service that is not free, the
postage amount appearing in the summary will be greater than the
amount of postage you have already applied. If this is the case, you
must add more postage after you have applied the barcode. Refer to
the Add Postage section in this chapter.

9. Press the screen key for OK and the system stores the confirmation
information. You are prompted to apply the barcode label to the package.
10. Press the Enter key. The “Enter another package?” screen appears.
Follow the screen prompts to process more pieces of mail for confirmation services.

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DM500™ and DM550™ Series Digital Mailing System Operating Guide

Editing, Deleting
or Sending
Confirmation
Services
Records

Using Electronic
Return Receipt
(ERR)

This procedure tells you how to edit, delete or send confirmation services
records once you have entered them into your system.
Your system can store up to 100 of your barcode records before sending
them to Pitney Bowes.
1. Press the Menu key.
2. Press the down arrow key and then select Confirmation Services.
3. Select the appropriate option:
• To edit an existing record, select Edit records. You can edit either
the ZIP Code or barcode entry. To modify the class or service, you
need to delete the record and add it as a new record.
• To delete a record, select Mark record for deletion (you cannot
delete a record once you have sent it to Pitney Bowes).
• To send all of the confirmation service records now, select Send
records.
4. As soon as the system sends all of your records, you can select to print
a receipt on a tape or an envelope, or you can skip printing a receipt
altogether.
ERR is the electronic version of the Return Receipt, and is a complimentary
service to the E-Certified Mail service offered on the DM Series system.
When the user selects E-Certified, and E-Return Receipt, they will be able
to track their Certified Mail and Return Receipts over the Internet, including
both www.pb.com and www.usps.com.
NOTE: These electronic services for Certified Mail and Return Receipt are fully
approved by the USPS.

Processing Certified Mail electronically through the DM Series™ mailing
system enables you to track delivery over the Internet. When this E-Certified Mail is processed with E-Return Receipt, the mailer receives a significant benefit by processing through the mailing system.
•
•
•

SV61436 Rev. D

First, the E-Return Receipt is processed at a discount from the normal
“Green Card” for Return Receipt.
Secondly, the Green Card is substituted by an electronic PDF document that includes the delivery information and recipient signature. This
eliminates the hard copy Green Cards that often get lost or misfiled.
And most importantly, the electronic information is stored for 7 years,
allowing electronic access to the records at no additional charge.

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4 • Running Mail
Installation/Setup
IMPORTANT: Perform the following steps in the order given.

1. Verify that services are enabled:
a. Press Existing Features.
b. Press Confirmation Services.
c. Verify that the services are
enabled. The list of services
that appears may look like
the sample shown at the
right.
2. If you have not already done so,
enter the Customer Data Universal Numbering System Number.
This number must be manually
entered the first time on the
Mailer ID/DUNS prompt screen
after ERR is enabled.

Confirmation Services
Delivery Confirmation:

Enabled

Signature Confirmation:

Enabled

E-Certified:

Enabled

E-Return Receipt:

Enabled

E-Ret Receipt w/Ref #:

Enabled

NOTE: The Mailer ID/D-U-N-S® number is a unique nine-digit identification
sequence that identifies businesses by geographical location. The intent is
to identify both the mailer and unique location of the mailer.

a. Press the Menu button.
b. Select Set Up, then Basic Settings.
c. Select My Mailer ID/DUNS Number.
d. Type in the Mailer ID/DUNS number.
e. Press Enter when done.
f. Press the left arrow key to return to the Main screen.
3. Verify the barcode scanner is set up and functional. With the auto-enter
feature set to "ON" you can save some keystrokes as you step through
a Confirmation Services transaction.
4. Verify the printer is set up and functional.

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DM500™ and DM550™ Series Digital Mailing System Operating Guide
Setup Options
1. Press the Menu button.
2. Select Confirmation Services.
3. Select the right arrow to go to Set Up CFM Svcs. You are now in the
Cfm Svcs Setup Screen. Each option is explained below.
• Apply Label Prompt - If this option is on, the system automatically
prompts the operator to apply the barcode label to each Confirmation Services mail piece.
• Upload Records Prompt - When on, this option prompts the operator to upload records after each Confirmation Services piece of
mail is run.
• Receipt Prompt - When on, this option prompts the operator to
print receipts after uploading records.
• Postal Manifest Prompt - When on, this option prompts the operator to print the manifest report after uploading records.
• DelCon Customer Reference - If this option is on, and Delivery
Confirmation is selected, the system will prompt the operator to
enter a customer reference number.
• SigCon Customer Reference - If this option is on, and Signature
Confirmation is selected, the system will prompt the operator to
enter a customer reference number.
• E-Certified Customer Ref - If this option is on, and E-Certified is
selected, the system will prompt the operator to enter a customer
reference number.
• BPOD for SigCon - If this option is on, and Signature Confirmation
is selected, the system will include your D-U-N-S® Number for bulk
signature retrieval.
• Records Warning - This option allows the operator to enter the
number at which the system will warn that only a few more Confirmation Services mail pieces can be processed: 0 records remaining.
Processing Electronic Return Receipt
1. Weigh the envelope/package. Place the mail piece on the attached
scale or process using the mailing machine in the WOW® mode.
2. Select class: Select the class of mail, for example, First Class or Priority Mail.
3. Select services:
a. Select E-Certified as the service for mail.
b. Select E-Ret Receipt.
c. Press Enter.
4. Enter the destination ZIP Code:
a. Scan or manually type the 5-digit destination ZIP Code.
b. Press Enter. (This step is not required if the system is set to autoenter.)

SV61436 Rev. D

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4 • Running Mail
5. Enter the USPS tracking barcode number.
NOTES:
• You will not be prompted to enter the Customer Reference Number if
you scanned a combined barcode when entering the destination ZIP
Code.
• If you use labels supplied by Pitney Bowes, be sure to use the correct
label for the selected service, in this case E-Certified (dark green)
labels. If the control panel display shows the next number in the barcode sequence, enter the last digit to accept it as long as it matches the
number on your next label; or scan or manually type in the 22-digit barcode number from the label you’re using.
• If the control panel does not show the next number in the barcode
sequence, it shows the next number in the barcode sequence MINUS
the check digit (last digit). You must enter the check digit.

6. Apply the barcode:
a. Apply the 22-digit barcode label to your mail piece if it is not already
pre-printed on the mail piece.
NOTE: 22-digit barcode labels for tracking E-Certified Mail must begin
with “9171” in order to be tracked correctly per USPS guidelines.

b. Press Enter. (This step is not required if the system is set to autoenter.)
7. Print postage:
• Press Start to print the postage on the envelope, or
• Press Tape to print a tape.
The control center returns to the Main screen.
8. For multiple mail pieces:
a. Press the ZIP key.
b. Type in the ZIP Code.
c. Press Enter.
d. Start processing the next mail piece.
9. Repeat steps 1-8 as necessary.
10. Transfer Files:
a. Connect the control center to the Pitney Bowes Data Center.
b. Upload your records no later than the end of every day. To do this,
press Menu and select Confirmation Services.
11. The display automatically prompts you to print receipts or reports after
you upload records, provided this feature is enabled in the customer
setting menu (the default for this option is enabled).
Use the Reports key to select and print receipts and, optionally, a
report of all tracking information processed through the control panel.

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DM500™ and DM550™ Series Digital Mailing System Operating Guide

Using ERR 
with a Customer
Reference
Number

The Pitney Bowes solution for Electronic Return Receipt (ERR) may
include the option to use a Reference Number that can tie the USPS Tracking Number to an internal tracking number your organization assigns to a
client or matter. By using this Reference Number, you’ll be able to look up
tracking numbers on the Internet, and relate that piece of mail to a specific
client.
Pitney Bowes provides a Reference Label Application to support you with
processing mail using the Reference Number. This includes the ability to
print a barcode label (in the standard 3 of 9 format) that can be applied to
the mail piece for customer reference tracking for Electronic Return
Receipt. The label includes the 5-digit destination ZIP Code required by the
USPS, which eliminates the steps required to enter this information manually into the DM Series™ mailing system. The Reference Number can be
up to 14 alphanumeric characters in length.
This information can be easily scanned into the mailing machine during
mail processing, saving valuable time in entering the data manually. Also,
you can access delivery information from www.pb.com at “MyAccount.”
Using this site, you can search records using your unique customer reference number or the USPS tracking number from the Green Label.
Processing ERR with a Customer Reference Number
1. Weigh the envelope/package. Place the mail piece on the attached
scale or process using the mailing machine in the WOW® mode.
2. Select class: Select the class of mail, for example, First Class or Priority Mail.
3. Select services:
a. Select E-Certified as the service for mail.
b. Select E-Ret Receipt.
c. Press Enter.
4. Enter the destination ZIP Code:
a. Scan or manually type the 5-digit destination ZIP Code.
b. Press Enter. (This step is not required if the system is set to autoenter.)
5. Enter the USPS tracking barcode number.
NOTES:
• You will not be prompted to enter the Customer Reference Number if
your barcode includes the reference number.
• If you use labels supplied by Pitney Bowes, be sure to use the correct
label for the selected service, in this case E-Certified (dark green)
labels. If the control panel display shows the next number in the barcode sequence, enter the last digit to accept it as long as it matches the
number on your next label; or scan or manually type in the 22-digit barcode number from the label you’re using.
• If the control panel does not show the next number in the barcode
sequence, it shows the next number in the barcode sequence MINUS
the check digit (last digit). You must enter the check digit.

6. Apply the barcode:
a. Apply the 22-digit barcode label to your mail piece if it is not already
pre-printed on the mail piece.
NOTE: 22-digit barcode labels for tracking E-Certified Mail must begin
with “9171” in order to be tracked correctly per USPS guidelines.

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4 • Running Mail
b. Press Enter. (This step is not required if the system is set to autoenter.
7. Enter the customer reference number.
a. Scan or manually type your own unique reference number for this
mail piece. This can be a Client Number, Summons Number, Policy
or Claim Number, or Invoice Number. You will not be prompted for
this number if you scanned a combined barcode that includes the
customer reference number and destination ZIP Code.
b. Press Enter.
8. Print postage:
• Press Start to print the postage on the envelope, or
• Press Tape to print a tape.
The control center returns to the Main screen.
9. For multiple mail pieces:
a. Press the ZIP key.
b. Type in the ZIP Code.
c. Press Enter.
d. Start processing the next mail piece.
10. Repeat steps 1-9 as necessary.
11. Transfer Files:
a. Connect the control center to the Pitney Bowes Data Center.
b. Upload your records no later than the end of every day. To do this,
press Menu and select Confirmation Services.
12. The display automatically prompts you to print receipts or reports after
you upload records, provided this feature is enabled in the customer
setting menu (the default for this option is enabled).
Use the Reports key to select and print receipts and, optionally, a
report of all tracking information processed through the control panel.

Off-Line
Electronic Return
Receipt (ERR)

Off-line ERR allows you to process Certified Mail™ with Electronic Return
Receipt using applications other than Pitnew Bowes’ electronic Certified
Mail solution.
If you already have a Certified Mail solution, or acquire one outside of 
Pitney Bowes, you can use the Off-line ERR feature to process your Certified Mail and Electronic Return Receipt without entering or scanning the
tracking number into the meter. The appropriate fees for Certified Mail and
ERR will be applied to the mailpiece automatically. You then refer to your
service provider’s application to track the mail and obtain the electronic
return receipt.
Follow the steps below to select the Off-line ERR feature:
1.
2.
3.
4.
5.
6.

4-30

On the main screen, select Class. The Select Class menu opens.
Select 1stCl Letter.
Select Letter.
Select Certified.
Select Offline eRR.
Press Enter. The system returns to the main screen.

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
8

Adding
Postage or
Changing
the Date

If you do not have the correct postage or date on a piece of mail, you can
add more postage or change the date directly on a piece of mail. If you prefer, you can print the corrections on at a tape instead and then apply it to
the piece of mail.
To add more postage:
1. If you are printing more postage on an envelope and if the envelope is
sealed, press the seal key and select Sealer Off. If you are printing on
a tape, go to step 3.
2. Turn the piece of mail around 180 degrees so that the meter stamp is in
the lower left corner as shown here. Then, place the envelope on the
feed deck with the flap facing down.

00 30

00 30
00 30

3. To add more postage, press the Mode key and select Key In Postage.
4. Enter the additional amount using the numeric keys and press Enter.
Press the Start key.If you are printing a tape, press the Tape key.
5. The additional postage prints on the envelope as shown here.

00 07

00 30

6. If you print a tape, apply the tape to the envelope below the existing
meter stamp.

SV61436 Rev. D

4-31

4 • Running Mail
To change the date:
1. If you are printing the date correction on an envelope and if the envelope is sealed, press the Seal key and select Sealer Off. If you are printing on a tape, go to step 3.
2. Turn the piece of mail around 180 degrees so that the meter stamp is in
the lower left corner as shown here. Then, place the envelope on the
feed deck with the flap facing down.
00 37

00 30
00 37

3. Press the Mode key and select Key In Postage.
4. Enter the 00.00 for the postage value using the numeric keys and press
Enter.
5. Press the Menu key and then select Meter Stamp Options.
6. Select the Date option and make the appropriate selection.
7. Follow the prompts on the main screen. Press Enter when complete.
8. Press the Start key. 
If you are printing a tape, press the Tape key.
9. The date correction prints on the envelope as shown here:

00 00
JULY 03,2002

00 37

10. If you print a tape, apply the tape to the envelope below the existing
meter stamp.

9

Clearing the
Batch
Count

If you keep track of the number of pieces of mail you process for each job
or mail run, you may want to clear the batch count at the end of a run or just
before starting a new run. The batch count appears on the display in the
lower right corner.
To clear the batch count:
1. Press the Funds key.
2. The “View Funds” screen appears.
3. Press the right arrow key to clear the batch count.
4. If you have specified that a supervisor password must be entered to
clear the batch count, you are prompted to enter the password now.
5. Enter the password and press the Enter key.

4-32

SV61436 Rev. D

5 • Mailing System Setup

Contents
Navigating Hints ................................................................................... 5-2
Overview of Mailing System Set Up ..................................................... 5-3
Setting the Display Language .............................................................. 5-4
Adjusting Display Contrast ................................................................... 5-4
Setting the Date and Time of Day ........................................................ 5-5
Setting Up a Supervisor Password ...................................................... 5-6
Setting Up a Lock Code ....................................................................... 5-6
Setting Up the Scale and Selecting Rates ........................................... 5-7
Setting Up Postage By Phone® Meter Payment System................... 5-16
Configuring High/Low Funds Warning................................................ 5-19
Configuring Low Ink Warning ............................................................. 5-19
Configuring System Timeouts ............................................................ 5-20
Defining Presets ................................................................................. 5-22
Creating Custom Messages ............................................................... 5-27
Taking the Meter Out of Service......................................................... 5-30
Adding an Optional Printer ................................................................. 5-30
Configuring the Optional Barcode Scanner........................................ 5-31

SV61436 Rev. D

5 • Mailing System Setup

Navigating
Hints

•
•
•
•

The maximum number of options displayed is 5. To view more options,
press the down arrow key.
You can select a numbered option either by pressing the screen key
next to the option, or by pressing the corresponding number on the keyboard and then pressing the Enter key.
To go back one screen or more, clear an entry, or return to the “Ready”
screen, press the Clear key. Pressing the left arrow key returns you to
the main screen.
Other selection or navigation or help information appears at the bottom
of the screen. Also, check for messages next to the arrow keys on the
bottom right side of the screen.

Select Mode
 1. Meter Stamp Options
 2. Set Up
Screen
Options

 3. Zero Scale
 4. Maintenance
 5. Turn Features On

Home





More Options

5-2

Arrow Keys
and Help
Information

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

Overview of
Mailing System
Set Up

Follow the other procedures listed here as needed.
For details on each procedure, refer to the section number listed here.

1

Set the Display Language.

2

Adjusting the Display Contrast and Volume Control.

3 Setting the Date and Time of Day.
4 Setting up a Supervisor Password.
5 Setting up a Lock Code.
6 Setting up the Scale and Selecting Rates.
7 Setting up Postage By Phone®.
8 Configuring High and Low Funds Warnings.
9 Configuring Low Ink Warnings.
10 Configuring System Timeouts.
11
12

Defining Presets.
Creating Custom Messages.

13 Taking the Meter Out of Service.
14 Setting up the Optional Printer.
15 Configuring the Optional Barcode Scanner.

SV61436 Rev. D

5-3

5 • Mailing System Setup
1 Setting the

Display
Language

Depending on the model of your mailing system, you may be able to set the
display to any of the following languages:
•
•
•

English
Espanol
Francais

To change the language of the display:
Press the Menu key.
Select Set Up, or press 1 and the Enter key.
Select Change Language, or press 4 and the Enter key.
Select the language you want to appear in the display.
• Press 1 for English.
• Press 2 for Espanol.
• Press 3 for Francais.
5. Press the Enter key.

1.
2.
3.
4.

2 Adjusting

Display
Contrast

You can adjust the contrast of your display and set the volume (1D00 only)
of the speaker on your mailing system.
To adjust the contrast level of your display:
1. Press the Menu Key.
2. Press the down arrow key and then select Adjust Display Contrast, or
press ? and the Enter key
3. Use the left or right arrow keys on the control center to select the contrast (1 - 9) you want. The screen updates to the new setting.
4. Press the Enter key to save this setting.

5-4

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
3 Setting the

Date and
Time of Day

If your mail is picked up at a certain time each day, you can set your system
to advance the date at the mail pickup time.
NOTE: The date on the meter stamp should correspond to the date when your
mail goes to the post office.

If you enter an invalid time or date, the system beeps and the screen displays the message: “Invalid Time”.
To adjust the time and enter date advance:
1.
2.
3.
4.

Press the Menu key.
Select Set Up.
Press the down arrow and select Time of Day.
Select the option you want to set:
• Current Time - if you select this option, enter the actual time. Use
the right arrow key to toggle between AM and PM. You do not need
to enter the colon (:) between hours and minutes. Press Enter to
accept the time. To return to the main screen, press the left arrow
key.
• Date will Advance After - if you select this option, enter the time
when you want the date to advance. As soon as your system
reaches the time you set, it automatically advances the date 24
hours and prints that date on your postage. 
EXAMPLE: If your mail goes to the Post Office at 3:00 PM each day,
then set the date advance to "3:00 PM". Any mail processed after 3:00
PM will have the date for the following day printed on it. This ensures
that the date printed on the mail piece corresponds with the date it is
brought to the Post Office.

•

Press Enter to accept the time. To return to the main screen, press
the left arrow key.
Daylight Saving - if you select this option, you will be able to turn
the Daylight Saving mode on or off. Select Turn off, or Turn on. To
exit the Daylight Saving mode, press the left arrow key.
NOTE: Turn Daylight Savings Time on in the Spring and off in the Fall.

SV61436 Rev. D

5-5

5 • Mailing System Setup
4 Setting Up a

Supervisor
Password

Creating a
Supervisor
Password

You can limit access to the following operations by creating a supervisor
password.
•
•

Adding Postage (Refill)
Clearing Batch Information (the number of pieces of mail your system
processes)
• Setting up Scale/Rates
• Accounting Set Up
Whenever you perform any of these operations, the system prompts you
for the password.

1.
2.
3.
4.

Press the Menu key.
Select Set Up, then select Basic Settings.
Select Supervisor Set Up. Enter the current password if prompted.
Select Edit (or Add) Supervisor Password to create or change an
existing password. The system prompts you to enter the password and
then confirm it.
NOTE: Passwords are case-sensitive and must be at least 4 characters or
digits long.

Password
Protecting an
Operation

5 Setting Up a

Lock Code

1.
2.
3.
4.

Press the Menu key.
Select Set Up, then select Basic Settings.
Press the down arrow and select Supervisor Set Up.
Select the option that corresponds to the operation you want to password protect. The options are:
a. Refill - select this to require a password for adding postage.
b. Clear Batch - select this to require a password before you can clear
the batch count information from the system. The batch count corresponds to the number of pieces of mail processed by the system.
c. Scale/Rates Set Up - select this to require a password before you
can modify any of the Scale/Rates features.
d. Accounting Set Up - select this to password protect account editing and setup.

Use the Lock Code option to enter a four- digit password to prevent unauthorized use of your postage meter.
1. Press the Menu key.
2. Select Set Up, then select Basic Settings.
3. Select Lock Code and two options are displayed:
a. Lock Code - On/Off
b. Change Lock Code
If this is the first time you are setting up a lock code, “Off” appears next
to the Lock Code selection.
4. Select Lock Code and enter a four digit code. Press Enter and the system prompts you to confirm it. As soon as you confirm the code, “On”
appears next to the Lock Code selection.
5. Press the Clear key or the left arrow to exit and set the lock code.
6. To activate the system lock, press the Lock button on the IntelliLink®
Control Center.

5-6

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
6 Setting Up

the Scale
and
Selecting
Rates

You can use this section to set up how your
scale works with your system.

Scale/Rates Set Up

For example, the Attached Scale option
allows you to set your scale to accommodate for environments subject to vibrations.

 Attached Scale
 WOW® Weight Limit
The Class if new Piece, Dest. if new
 WOW® Start Key
Piece and Dest. if new Class options allow  Autoscale
you to specify if you want to clear or retain  Diff Weigh Trip Wt
the class or destination (ZIP Code or Zone)  Carrier/Class Disp
whenever you put a new piece of mail on
 Class if new Piece
the scale.
 Dest. if new Piece
The list of options that displays depends on  Dest. if new Class
the model number of your mailing system.
 Autoclear Dest Value
All of the options are listed in the menu on  ZIP/Zone Prompt
the right.
 BMC Intra ZIP
 Add ZIPs to Zone 0
1. To access the scale/rates options,
press the Menu key on the 
 Discount Code
IntelliLink® Control Center and select
 Cfm Svc
Set Up from the main screen. Press the  Smart Classes
down arrow key and select 
 Auto Rate Large Env
Scale/Rates.
2. If you have set up a supervisor password for Scale/Rates, you are prompted to enter the password.

Scale/Rates:
Attached Scale

This option appears only if you have an integrated scale or an attached
external scale connected to your mailing system.
Use this option to select how much time your system allows the scale to
settle (Normal or Adjust for Motion).
Select Adjust for motion if your mailing system is in an environment subject
to vibrations, such as near air-conditioning vents or closing doors. If you
select this, the scale will require more time to settle.
NOTE: If this is the first time you are using an attached scale, you may be
prompted to enter a location code. Refer to the documentation that arrived with
the scale, or contact the Pitney Bowes Help Desk. Refer to the Pitney Bowes
Contact Information List at the front of this guide for the phone number.

1. Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
2. Select Attached Scale. The “Vibration Setting” screen displays.
3. Press the screen key for the Attached Scale selection in this screen to
toggle between Normal and Adjust for Motion.
4. Press the Enter key to accept.

SV61436 Rev. D

5-7

5 • Mailing System Setup

Scale/Rates:
WOW® Weight
Limit

You can set the WOW® weight limit to prevent the system from printing
postage on pieces of mail that exceed a set weight.
1. Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
2. Select WOW Weight Limit.
3. Enter the weight in lbs., and/or press the right arrow key and enter the
weight in oz. The weight cannot be great than 1 lb. 0 oz (or 0 lb. 16 oz).
NOTE: Select Return to Maximum If you want to reset to the default
settings for the WOW weight limit.

4. Press the Enter to set the weight limit.

Scale/Rates:
WOW® Start Key

While in WOW® mode, placing mail on the scale and manually typing a
postage amount will change the postage mode. Select what should happen
when the Start key is pressed.
•
•
1.
2.
3.
4.

Scale/Rates:
Autoscale

Select Revert to WOW to process the piece of mail in WOW® mode.
Select Use Current Mode to process the piece of mail in the current
postage mode.
Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
Select WOW Start Key.
Select the appropriate option.
Press Clear or press the left arrow key to exit.

You can set AutoScale to On or Off.
Select On to enable the AutoScale feature. When a mail piece is placed on
the scale it will automatically weigh and rate the mail piece.
Select Off to disable this feature. If you disable this feature and your system has an attached scale, you need to select the Attached Scale mode
when running mail if you want your system to weigh the mail and calculate
postage. Refer to “Selecting the Postage Mode and Running the Mail” in
Chapter 4 of this guide.
1. Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
2. Press the screen key for the AutoScale selection to toggle between On
and Off.
3. Press Clear or press the left arrow to exit.

5-8

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

Scale/Rates: Diff
Weigh Trip
Weight

Use this option to set the minimum weight that a piece of mail must weigh
in order to use the differential weighing mode to print postage on a tape or
on a piece of mail. For more information on differential weighing, refer to
“Selecting the Postage Mode and Running the Mail” in Chapter 4 of this
guide.
When your system is shipped, the trip weight is set to 0.5 ounces (10
grams). It is best to set the trip weight as high as possible to match the lowest weight that you will use. For example, a #10 envelope with a single
insert typically weighs 0.4 ounces. In this case, you would set the trip
weight to 0.4 ounces. This will improve the efficiency of your system, especially in the AutoTape mode.
1. Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
2. Select the Diff Weigh Trip Wt option and use the numeric keypad to
enter the trip weight.
3. Press the Enter key to set the weight.

Scale/Rates:
Carrier/Class
Display

Use this option to control how the carrier and class are displayed on the
Main screen.
1. Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
2. Select Carrier/Class Disp.
• Select Class Only if you only want the class to display on the Main
screen.
• Select Concatenate Carrier and Class if you want the carrier and
class to display on the main screen. I
NOTE: If you select this option the carrier and class name will be
concatenated, or broken out onto multiple lines.

Scale/Rates:
Class if New
Piece

SV61436 Rev. D

Use this option to set the system to clear the class for each piece of mail
weighed or to keep the last class used.
1. Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
2. Select Class if new Piece.
• To clear the class information select Clear; set class to none.
• To retain the class information select Retain; use previous class.
3. The system returns to the Scale/Rates Set Up menu.

5-9

5 • Mailing System Setup

Scale/Rates:
Destination if
New Piece

Use this option to set the system to clear the destination ZIP or Zone code
for each piece of mail weighed, or to keep the last class used.
Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
1. Select Dest. if new Piece.
• To clear the destination select Clear; set class to none.
• To retain the destination select Retain; use class destination.
2. The system returns to the Scale/Rates Set Up menu.

Scale/Rates:
Destination if New
Class

Use this option to set the system to clear the destination ZIP or Zone code
each time you change the class of mail, or to keep the last destination ZIP
or Zone code used.
1. Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
2. Select Dest. if new Class.
• To clear the destination select Clear; set destination to none.
• To retain the destination select Retain; use previous destination.
3. The system returns to the Scale/Rates Set Up menu.

Scale/Rates:
Autoclear
Destination
Value

Scale/Rates: 
ZIP/Zone Prompt

Use this option to set the system to automatically clear the destination
value, so that the destination value is blank each time you are prompted to
enter a destination or to automatically retain the destination value.
1. Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
2. Select Autoclear Dest. Value.
• To clear the destination select Yes: Clear Destination Value.
• To retain the destination select No: Retain Last Destination.
3. The system returns to the Scale/Rates Set Up menu.
This feature may be offered as a standard or optional feature and is not
available on all Pitney Bowes solutions. Please contact your local account
representative to determine if this option is accessible on your system.
If the class and weight of your mail requires you to provide a destination
ZIP or Zone code, select this option to enter a ZIP or Zone code.
1. Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
2. Select ZIP/Zone Prompt.
3. If you prefer to enter ZIP codes all the time when you are running mail,
select ZIP Code.
If you prefer to enter Zones all the time when you are running mail,
select Zone.
4. If you use both ZIP and Zones when running mail, select Prompt.

5-10

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

Scale/Rates:
BMC Intra ZIP

Use this option to edit a group of predefined zip code ranges, or create a
new group of ZIP Codes, within a Bulk Mailing Center (BMC).
1. Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
2. Select BMC Intra ZIP.
3. To create a new group, select Create new group and enter the new
beginning and ending ZIP Code. You only need to enter the first three
digits of the beginning and ending ZIP Code.
4. To edit an existing group press the corresponding screen key for that
group. You are prompted to enter a new beginning and ending ZIP
Code. You only need to enter the first three digits of the beginning and
ending ZIP Code.

Scale/Rates:
Add ZIPs to 
Zone 0

This feature may be offered as a standard or optional feature and is not
available on all Pitney Bowes solutions. Please contact your local account
representative to determine if this option is accessible on your system.
Use this option to take advantage of local zone rates for one or more ZIP
codes. When you select this option, you can add a new ZIP Code to the
zone 0 rate, delete all ZIP Codes from the zone 0 rate, or edit an existing
ZIP Code in the zone 0 rate.
1. Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
2. Select Add ZIPs to Zone 0.
3. Select the option you want.
4. To add a new ZIP or edit an existing one, use the numeric keys to enter
all 5 digits of the new or edited ZIP Code.
5. Press Enter when complete.

Scale/Rates:
Discount Code

This feature may be offered as a standard or optional feature and is not
available on all Pitney Bowes solutions. Please contact your local account
representative to determine if this option is accessible on your system.
This is for international use. Use this option to apply discounts and/or surcharges to a different carriers and classes.
1. Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
2. Select Discount Code.
3. Select Create new to create a new discount code or select one of the
displayed carrier names to edit an existing discount code.
4. Define or edit the carrier, class, sub and subsubclass, and whether you
are applying a discount or surcharge at a percentage or flat rate.
5. Follow the system prompts.

SV61436 Rev. D

5-11

5 • Mailing System Setup

Scale/Rates:
Confirm Svc
Barcode Prompt

This feature may be offered as a standard or optional feature and is not
available on all Pitney Bowes solutions. Please contact your local account
representative to determine if this option is accessible on your system.
When using USPS Confirmation Services, you can turn this option on to
have the system display the following prompt when it is time to apply a barcode: “Apply barcode label to package”
1. Press the Menu key on the control center and select Set Up. Press the
down arrow key and select Scale/Rates.
2. Select Confirm Svc Barcode Prompt to toggle between on and off.
3. Press Clear or the left arrow to exit.

Scale/Rates:
Smart Classes

The Smart Class™ capability of the DM Series™ mailing system software
has been enhanced to provide fully automatic printing of postal inscriptions
or postal endorsements. With the Smart Class™ feature, you are able to
set the WOW® (Weigh-On-The-Way®) in an automatic mode to allow
changes in Class based on the weight of the mail-piece. (Example: Automatically switch between Presort Classes depending on the weight of mailpieces.) Now, the system can also automatically switch between Postal
Inscriptions (i.e. PRESORT) or Postal Endorsement (i.e. MEDIA MAIL,
ADDRESS SERVICE REQUESTED) that you choose for each weight
break.
Two steps are required to use this feature. First, you must select an advertisement and/or inscription while setting up the Smart Class™ template.
Second, you must turn “on” the printing capability of printing Auto Inscriptions. See Setting Up a Smart Class™ with an Auto Inscription in this section for more information.
Creating a Smart Class™ with an Auto Inscription
The following example shows how to set 3 different weight breaks. The
weight breaks will use the following three classes.
For weight break:

Use Class:

0.0 oz to 3.0 oz

1st Class Automation Letter 5 Digit

3.0 oz to 13.0 oz

1st Class Non-Automation Presort

13.0 oz to 1.0 lb

Priority

1. Press the Menu key.
2. Select Set Up, then press the down arrow and select Scales/Rates.
3. Press the down arrow (depending on your system you may have to
press it twice) and select Smart Classes.
4. Select Create.
5. Select the appropriate Carrier, in this example, USPS Domestic.
a. You are prompted to enter the maximum weight for this weight
break:
Enter the max weight for this
weight break
0 lb

5-12

0.0 oz

to

__lb

__oz

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
b. To set the first weight break, use the numeric keys and enter 0 for
lb. Press the Enter key. Enter 3 for oz and press the Enter key.
c. Select the appropriate class, in this example, 1st Class Auto.
d. Select the appropriate subclass. In this example, select Letter, then
select 5-Digit.
e. The Fees screen appears. Press Enter.
f. The Select Auto Ad/Inscriptions screen appears:
• To add an ad, select Ads/Messages. Scroll through the list and
select the appropriate option.
• To add an inscription, select Inscriptions. Scroll through the list
and select the appropriate option.
• Press Enter when done. The display shows the first weight
break for this Smart Class™:
Weight
0 lb

Class/+Fees
0.0 oz

—

0 lb

3.0 oz

1stAuto...r 5 Dig

6. To set the next weight break point, select Add Another Class.
a. You are prompted to enter the maximum weight for this weight
break:
Enter the max weight for this weight break
0 lb

3.0 oz

to

__lb

__oz

b. For the second weight break, enter 0 for lb. Press the Enter key.
c. Enter 13 for oz and press the Enter key. Select the appropriate
class, in this example, 1st Cls Presort.
d. The Fees screen appears. Press Enter.
e. The Select Auto Ad/Inscriptions screen appears:
• To add an ad, select Ads/Messages. Scroll through the list and
select the appropriate option.
• To add an inscription, select Inscriptions. Scroll through the list
and select the appropriate option.
• Press Enter when done. The display shows the first weight
break for this Smart Class™.
Weight

Class/+Fees

0 lb

0.0 oz

—

0 lb

3.0 oz

1stAuto...r 5 Dig

0 lb

3.0 oz

—

0 lb

13.0 oz

1st Cls Presort

7. To set the next weight break point, select Add Another Class.
a. You are prompted to enter the maximum weight for this weight
break:
Enter the max weight for this weight break
0 lb

13.0 oz

to

__lb

__oz

b. For the third weight break, enter 1 for lb. Press the Enter key.
c. Enter 0 for oz and press the Enter key.
d. Select the appropriate class, in this example Priority Mail. The
Fees screen appears. Press Enter.

SV61436 Rev. D

5-13

5 • Mailing System Setup
e. The Select Auto Ad/Inscriptions screen appears:
• To add an ad, select Ads/Messages. Scroll through the list and
select the appropriate option.
• To add an inscription, select Inscriptions. Scroll through the list
and select the appropriate option.
• Press Enter when done. The display shows the first weight
break for this Smart Class™. Since we did not create a fourth
weight break it is listed as None.
Weight

Class/+Fees

0 lb

0.0 oz

—

0 lb

3.0 oz

1stAuto...r 5 Dig

0 lb

3.0 oz

—

0 lb

13.0 oz

1st Cls Presort

0 lb

13.0 oz

—

1 lb

0.0 oz

Priority Mail

—

0 lb

0 lb

0.0 oz

0.0 oz

None

8. Press the Enter key again and "Select Custom Carrier" appears in the
display. You are presented with a list of available custom carriers for
grouping your Smart Classes.
9. Select one that is listed as "Available". You can have up to a maximum
of 4 custom carriers.
10. Next, you are prompted to enter a "Carrier Name". Enter a name (up to
15 letters and/or numbers) for your Smart Class grouping, for example,
Carrier 1. Press the Enter key.
11. You are now prompted to enter the "Smart Class™ Name". This will be
the class name for the Smart Class™ you have created. Enter the
name (up to 15 letters and/or numbers), for example, Smart Class 1,
and press the Enter key.
12. To exit, press the left arrow key. The main display appears. You can
now begin to use this Smart Class™.
To use a Smart Class™, refer to “Selecting a Smart Class™” in Chapter 4
of the operator guide for your mailing system.
Setting Up a Smart Class™ with an Auto Inscription
1. Press the Menu key.
2. Select Set Up and press the down arrow key.
3. Select Auto Ad/Inscription Setup to toggle printing:
• "On" means the ad and/or inscription will print when a Smart
Class™ is used.
• "Off" means the ad and/or inscription will not print when a Smart
Class™ is used.
4. Follow the prompts to save your changes.

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DM500™ and DM550™ Series Digital Mailing System Operating Guide
Modifying a Smart Class™ with an Auto Inscription
1. Press the Menu key.
2. Select Set Up, then press the down arrow and select Scales/Rates.
3. Press the down arrow (depending on your system you may have to
press it twice) and select Smart Classes.
4. Select View.
5. Select the Smart Class™ you wish to edit.
6. Select View Detail.
7. Select Modify Auto Ad/Inscription.
8. The Select Auto Ad/Inscriptions screen appears:
• To add an ad, select Ads/Messages. Scroll through the menu
screens and select the appropriate option.
• To add an inscription, select Inscriptions. Scroll through the menu
screens and select the appropriate option.
9. Press Enter when done.

Scale/Rates:
Auto Rate Large
Envelope

SV61436 Rev. D

Use this option to automatically post large envelopes using the Flat category when using Shape Based Rating.
1. Press the Menu key.
2. Select Set Up, then press the down arrow and select Scales/Rates.
3. Press the down arrow (depending on your system you may have to
press it twice) and select Auto Rate Large Env.
• If you want to post large envelopes using the Flat category, select
Yes, Post as Flat.
• If you do not want to post large envelopes using the Flat cateogry,
select No, Display Error.
4. The system returns to the Scale/Rates Set Up menu.

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5 • Mailing System Setup
7 Setting Up

Postage By
Phone®
Meter
Payment
System

This section describes how to set up Postage By Phone® Meter Payment System on
your mailing system. It also includes
advanced phone setup instructions for
modifying individual phone connection
parameters (user ID and password and
server IP address).
To access the Postage By Phone® System
setup options, press the Menu key on the
IntelliLink® Control Center, select Set Up
from the main screen, and then select
Phone/Network Set Up.

Phone/Network Set Up
 PBP Account #
 Dialing Prefix
 PB Phone #
 Secondary PB #
 My Phone #
 Modem Type
 LAN Firewall Settings
 Network Settings
 Remote PC Refill

All of the possible options are listed on the
menu at the right.

Phone/Network
Set Up: PBP
Account #

Your Pitney Bowes representative uses this to set up your Postage By
Phone® Meter Payment System account when installing your mailing system. Your account number is supplied by Pitney Bowes when you order
your system.
Do not change this unless you are directed to do so by Pitney Bowes.

Phone/Network
Set Up: Dialing
Prefix

If you need to dial a number in order to reach an outside line, use this
option to enter that prefix number.

Phone/Network
Set Up: PB
Phone #

Use this option to enter the Pitney Bowes phone number that you use to
add postage to your postage meter.

5-16

1. Press the Menu key on the control center. Select Set Up from the main
screen, then select Phone/Network Set Up.
2. Select Dialing Prefix.
3. Use the numeric keypad to enter the number you need to dial to reach
an outside line, for example, 9.
To enter a symbol hold down the Symbol key and at the same time
press the key for the symbol (for example, the # or * keys).
4. Press the Enter key.

1. Press the Menu key on the control center. Select Set Up from the main
screen, then select Phone/Network Set Up.
2. Select PB Phone #. This number is supplied by your Pitney Bowes representative.
3. Use the numeric keypad to enter the phone number you need to dial to
connect to Pitney Bowes to add postage, or select Reset to Factory
Phone Number to change back to the number present when the system was delivered.
4. Press the Enter key.

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DM500™ and DM550™ Series Digital Mailing System Operating Guide

Phone/Network
Set Up:
Secondary PB #

This feature may be offered as a standard or optional feature and is not
available on all Pitney Bowes solutions. Please contact your local account
representative to determine if this option is accessible on your system.
Use this option to enter a secondary or alternative Pitney Bowes phone
number to dial if the first or primary number is busy.
1. Press the Menu key on the control center. Select Set Up from the main
screen, then select Phone/Network Set Up.
2. Select Secondary PB #. This number is supplied by your Pitney
Bowes representative.
3. Use the numeric keypad to enter the phone number you need to dial to
perform add postage.
4. Press the Enter key.

Phone/Network
Set Up: My
Phone #

Phone/Network
Set Up: Modem
Type

SV61436 Rev. D

Use this option to enter your local phone number (the number to which your
mailing system is connected).
1. Press the Menu key on the control center. Select Set Up from the main
screen, then select Phone/Network Set Up.
2. Select My Phone #.
3. Use the numeric keypad to enter your local phone number. Be sure and
include the area code with your number. Also, use only digits and do
not include spaces or dashes.
4. Press the Enter key.
Use this option to select the modem type: USB, Serial, or Internal.
1. Press the Menu key on the control center. Select Set Up from the main
screen, then select Phone/Network Set Up.
2. Select Modem Type and the "Select Modem Type" screen appears.
3. Select the appropriate modem type (USB, Serial, or Internal). The
Phone/Network Set Up screen reappears.
4. In order for this change to take effect you must restart your system. Use
the On/Off switch located on the base of your machine to restart your
system (see Mailing System Exterior section in Chapter 2 of this guide
for the location of the On/Off switch).

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5 • Mailing System Setup

Phone/Network
Set Up: Use LAN
Firewall Settings

This option allows you to modify individual LAN firewall settings.

Phone/Network
Set Up: Network
Settings

This option allows you to modify individual phone connection parameters.

1. Press the Menu key on the control center. Select Set Up from the main
screen, then select Phone/Network Set Up.
2. Select LAN Firewall Settings. The "LAN Firewall Settings" screen
appears and displays the following options:
• Ping
• Trust
• Default Settings
3. Select Ping to toggle between Enable/Disable.
4. Select Trust. The “LAN Firewall Trusted Host Settings” screen appears.
and displays the following options:
• Trust ll A
• Trust None
• Trust Hosts Only
Select the appropriate option.
5. Select Default Settings to revert to the default LAN firewall settings for
the system.

CAUTION: Changing these parameters may result in errors
when trying to contact Pitney Bowes. Contact your Pitney Bowes
representative or call the Help Desk if you are not sure. Refer to
the Pitney Bowes Contact Information List at the front of this
guide for the phone number.
1. Press the Menu key on the control center. Select Set Up from the main
screen, then select Phone/Network Set Up.
2. Select Network Settings. The "Network Set Up" screen appears and
displays the following options:
• Distributor Parameters
• Mailing System Network Settings
3. If you select Distributor Parameters, the system displays the following
connection parameters:
• Global Account & User Id
• Global Password
• ANI/LCZ Server IP
• ANI/LCZ Server Port #
• Primary DNS Server
• Secondary DNS Server
• Distributor URL
• Backup Data Center URL
4. If you select Mailing System Network Settings, the system displays
the following options.
• Get IP Address
• IP Address
• Subnet Mask
• Default Gateway
• MAC Address (you cannot modify this)
5. Select the parameter you want to edit and make the changes.
6. Press Enter when complete.

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DM500™ and DM550™ Series Digital Mailing System Operating Guide

Phone/Network
Set Up: Remote
PC Refill

This option is available only on systems that have the optional Remote
Refill feature installed.
Use this option to turn the Remote PC Refill feature on or off.
NOTE: Once you select this option, the system will restart.

1. Press the Menu key on the control center. Select Set Up from the main
screen, then select Phone/Network Set Up.
2. If necessary, press the down arrow key and select Remote PC Refill to
toggle this option on or off.
The mailing system must restart in order for the change to take effect. The
system will restart automatically; however, you can select OK, restart now
to expedite the process.

8 Configuring

High/Low
Funds
Warning

Setting the High
Value Warning
for Key In
Postage

9 Configuring

Low Ink
Warning

Setting the Low Funds Warning Value
Use this option to set a value at which the mailing system warns you that
the funds remaining in the meter are getting low.
1. Press the Menu key on the control center, select Set Up from the main
screen, and then select Basic Settings.
2. Select Low Funds Warning.
3. Enter the low value warning amount using the numeric keyboard.
4. Press the Enter key.
Use this option to set a value at which the mailing system warns you that
you have entered a postage value that is more than the amount you are
setting here. This feature prevents you from accidentally printing a postage
amount that is more than you need.
1. Press the Menu key on the control center, select Set Up from the main
screen, and then select Basic Settings.
2. Select High Value Warning.
3. Enter the high value warning amount ($0 - $99.99) using the numeric
keypad.
4. Press the Enter key.
5. Confirm that the high value warning amount that appears in the displayed is correct. Press the key corresponding to the option you want.
Use this option to specify how you want the system to notify you when you
are running low on ink.
1st Low Ink Warning
1.
2.
3.
4.

Press the Menu key on the control center, and select Set Up.
Select Basic Settings.
Press the down arrow key and select 1st Low Ink Warning.
Press the screen key corresponding to the option you want. You can
choose to have the system notify you when there is less than a 5-day
supply of ink, or you can choose to ignore the warning.

2nd Low Ink Warning
Repeat the above for 1.5 day notification.
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5 • Mailing System Setup
10 Configuring

System
Timeouts

This section describes how to set various
system timeouts for your mailing system.
1. To access the system timeouts, press
the Menu key on the control center, and
select Set Up.
2. Select Basic Settings and then Timeouts to get all of the timeout options.
The timeout options are listed on the right.
All of these options are described in the following sections.

Timeouts
 Display Sleep
 System Sleep
 Normal Preset Timer
 Feeding Timeout
 Waiting for Env
 Transaction Timeout

Standby Mode: Least Power Usage
In order to reach the lowest level of power consumption, the mailing system
can be manually switched "Off" while still plugged into the wall. Toggle the
"On/Off" switch to "Off" when not using the mailing system for an extended
period of time. When switched back "On" expect some delay for a normal
reboot to assure that the entire system is ready to go.

Timeouts:
Display Sleep

This option allows you to specify how long the system can remain inactive
before the display turns off. You can set the timeout for 1 - 30 minutes, in 1
minute increments. The default timeout is 5 minutes.
The display turns on again when you press any key on the control center or
if you place mail in the feeder or on the scale (either integrated or attached
external scale).
1.
2.
3.
4.
5.

Timeouts:
Energy Star®
Sleep

Press the Menu key and select Set Up.
Select Basic Settings and then Timeouts.
Select Display Sleep.
Enter the number of minutes (1-30) using the numeric keyboard.
Press the Enter key.

The Energy Star® "sleep" mode will save money, and help protect the environment. Use this option to specify how long the system remains inactive
before it goes into "sleep".
You can set this timeout for 40 - 240 minutes, in 1 minute increments. The
default timeout is 10 minutes.
The system goes into display sleep before it goes into system sleep. The
system wakes up again when you press any key on the control center or if
you place mail in the feeder or on the scale (either integrated or attached
external scale).
Press the Menu key and select Set Up.
Select Basic Settings and then Timeouts.
Select System Sleep.
Enter the number of minutes (40 - 240 minutes) using the numeric keypad.
5. Press the Enter key.

1.
2.
3.
4.

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DM500™ and DM550™ Series Digital Mailing System Operating Guide

Timeouts:
Normal Preset
Timer

The normal preset timer option allows you to specify how much time you
want to allow the system to remain idle before it returns to the Normal Preset settings (refer to Define Presets section in this chapter for more information on Normal Presets).
You can set this timeout for 0 - 1440 minutes, in 1 minute increments. The
default timeout is 30 minutes.
Press the Menu key and select Set Up.
Select Basic Settings and then Timeouts.
Select Normal Preset Timer.
To set the timer, enter the number of minutes (0-1440) using the
numeric keyboard.
5. If you want the system to stay at the last settings used, select Never
reset to Normal Preset.
6. Press the Enter key.

1.
2.
3.
4.

Timeouts:
Feeding Timeout

Use this option to specify how much time to allow before the feeder stops
after the last envelope is processed.
You can set this timeout for 5 - 90 seconds, in 1 second increments. The
default timeout is 5 seconds.
This reduces the wear on your machine and acts as a safety measure if
you leave the machine unattended.
1.
2.
3.
4.

Press the Menu key and select Set Up.
Select Basic Settings and then Timeouts.
Select Feeding Timeout.
Enter the number of seconds (0 - 90) using the numeric keyboard, or
press the screen key corresponding to Turn Rollers off Immediately,
or Run Until Stop key is Pressed.
5. If you entered the number of seconds, press the Enter key.

Timeouts:
Waiting for Env

This option allows you to specify how long the system will continue to feed
mail placed on the feed deck without having to press the Start key.
You can set this timeout for 0 - 90 seconds, in 1 second increments. The
default timeout is 20 seconds.
1.
2.
3.
4.
5.

SV61436 Rev. D

Press the Menu key and select Set Up.
Select Basic Settings and then Timeouts.
Select Waiting for Env.
Enter the number of seconds (0 - 90) using the numeric keyboard.
Press the Enter key.

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5 • Mailing System Setup

Timeouts:
Transaction
Timeout

This option is available only if your mailing machine is connected to the
AccuTrac™ Mail Accounting system.
Use this option if you routinely batch your mail runs. This option allows you
to specify how much time to allow the system to remain idle before it ends
the current accounting transaction. You can set this timeout for 10 - 65520,
in 1 second increments. The default timeout is 14,400 seconds.
1.
2.
3.
4.
5.

11 Defining

Presets

Press the Menu key and select Set Up.
Select Basic Settings and then Timeouts.
Select Transaction Timer.
Enter the number of seconds (10 - 65520) using the numeric keyboard.
Press the Enter key.

You can define up to 50 sets (0- 49) of preset mailing system values, with
each set having different values for such items as the account name, postage value, class, carrier, a special service, a mode such as Attached
Scale or Differential weighing, and the like. You can use these presets for
different mailing jobs.
The 0 preset is the normal preset and the one you use to store your most
commonly used system values. These are the values your system will use
whenever you restart your machine.
NOTE: If this is a newly purchased DM Series™ mailing system, the normal
preset will be set to First Class, 1 oz mail.

After you define all of your presets, you can invoke the normal preset values simply by pressing the Normal Preset key. To select any of the other
presets, press the Custom Preset key and select the preset you want for
the particular mailing operation.

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DM500™ and DM550™ Series Digital Mailing System Operating Guide

Defining Normal
Preset Values

When defining the normal preset values, the mailing system will prompt you
to select a class of mail if you are using Key In Postage mode. Selecting a
class will ensure your preset values are updated automatically when postage rates change.
NOTE: You can elect to save the normal preset without a selecting a class, but
your preset values will not update automatically when postage rates change.

1. Enter the values you use most often to run a mail job, for example, the
weighing mode, the postage value, class and carrier etc.
NOTE: Proceed as if you were actually running a job. Select the mode and
class and service etc. By doing this, you are entering the values that you
will use for the normal preset. Refer to Chapter 4, Running Mail in this guide
for more information on selecting mode and class.

2. Press the Custom Presets key.
3. A list of presets, starting with “0 Normal” appears. Do not press any of
the screen keys corresponding to these presets.
4. Press the right arrow key (Set up Presets appears next to the right
arrow key).
5. Press the screen key for Store Current Setting to Preset.
If you selected the Key in Postage mode, the system prompts you to
choose a class for the preset. Choosing a class ensures that your preset values are automatically updated when the postage rates change.
•

•

To choose a class, press the Select Class screen key and follow
the prompts to select weighing and class options. Once you make
the selections, the system returns to the Main screen. Return to
step 2 to set the normal preset.
To continue without selecting a class, press the down arrow.

6. Select the normal preset by pressing the key for 0. Normal. The "View
Preset" screen appears and displays all of the values you defined in
this session.
After a certain period of inactivity, or when you power up, the system
restores the normal preset settings.
7. Press the Enter key to return to the main screen.

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5 • Mailing System Setup

Defining Custom
Preset Values

When creating a custom preset, the mailing system will prompt you to
select a class of mail if you are using Key In Postage mode. Selecting a
class will ensure your preset values are updated automatically when postage rates change.
NOTE: You can elect to save the custom preset without a selecting a class, but
your preset values will not update automatically when postage rates change.

1. Enter the values for the mail job (for example, the weighing mode, the
postage value, class and carrier etc.) that correspond to the values you
want to be able to call up in the future by selecting a custom preset key.
For example, you may want to define a set of conditions so that the
envelopes are sealed only (no postage applied).
NOTE: Proceed as if you were actually running a job. Select the mode and
class and service etc. By doing this, you are entering the values that you
will use for the normal preset. Refer to Chapter 4, Running Mail in this guide
for more information on selecting mode and class.

2.
3.
4.
5.

Press the Custom Presets key.
Press the right arrow key.
Select Store Current Setting to Preset.
A list of presets, starting with “0 Normal” appears. Select one of the presets that has not been defined yet. These presets are named “Available”. To change an existing preset, refer to “Editing Custom Preset
Values” in this section.
If you selected the Key in Postage mode, the system prompts you to
choose a class for the preset. Choosing a class ensures that your preset values are automatically updated when the postage rates change.
•

To choose a class, press the Select Class screen key and follow
the prompts to select weighing and class options. Once you make
the selections, the system returns to the Main screen. Return to
step 2 to set the custom preset.

•

To continue without selecting a class, press the down arrow.

6. The system prompts you to “Enter New Preset Name”. Type in the
name using the alphanumeric keys.
7. Press the Enter key. The "View Preset" screen appears and displays
all of the values you defined in this session.
8. To use these values in the future, simply press the Custom Presets
Key and select the screen key corresponding to this preset name.
9. Press the Enter key to return to the main screen.

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DM500™ and DM550™ Series Digital Mailing System Operating Guide

Store Advance
Date in a Custom
Preset

This feature may be offered as a standard or optional feature and is not
available on all Pitney Bowes solutions. Please contact your local account
representative to determine if this option is accessible on your system.
In order to store an Advance Date setting in a custom preset, you need to
first turn on this feature. For information on setting an advance date, refer
to Meter Stamp Options: Date section in Chapter 4 in this guide.
To enable this feature:
1. Press the Custom Presets key.
2. Press the right arrow key and the "Set Up Preset" screen opens.
3. Select Date Advance. The following message appears: "If set on, presets stored when the date is not advanced will return the system to
today's date."
• Select On to turn on this feature and store the date advance.
• Select Off if you want to turn off the feature.
4. Refer to the examples on the next page for more information on how
storing the Advance Date in custom presets works.
NOTE: If you create a custom preset with the Advance Date feature turned
off and you recall this preset, the current date setting is not affected.

Example 1 - If today is Wednesday and you set the advance date for 2
days* and store this advance in a custom preset, then:
•
•

if you recall the preset on the same day (Wednesday) it will print Friday's date on your postage.
if you recall the preset on the next day (Thursday) it will print Saturday's
date on your postage.
* To set advance date, press the Menu button, select Meter Stamp Options,
then select Advance Date.

Example 2 - If you have previously set up your system so that it automatically advances the date at 3 PM*, and you created a custom preset with the
Advance Date set to zero (that is, you did not advance the date), then:
•
•

if you recall the preset before 3 PM it will print today's date on your
postage.
if you recall the preset after 3 PM it will print tomorrow's date on your
postage.
* To automatically advance the date (by 24 hours), press Menu button, select
Set Up, press the down arrow key, then select Date will advance after.

Example 3 - If you have previously set up your system so that it automatically advances the date at 3 PM, and you create a custom preset that
advances the date by 2 days, then:
•
•

SV61436 Rev. D

if you recall the preset before 3 PM, the system will set the date two
days ahead.
if you recall the preset after 3 PM, the system will still set the date two
days ahead.

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5 • Mailing System Setup

Editing Custom
Preset Values

To edit an existing custom preset, you define its new values and then overwrite the old values.
1. Enter the new values for the mail job that correspond to the custom preset you want to change or edit.
2. Press the Custom Presets key.
3. Press the right arrow key (Set up Presets appears next to the right
arrow key).
4. Press the screen key for Store Current Setting to Preset.
5. The system prompts you to “Select Preset to Replace”. Press the
screen key next to the name of the preset you want to edit.
6. Press the Enter key to view the preset values. Press Enter again to
return to the main screen.

Viewing,
Renaming, or
Deleting Presets

1. Press the Custom Presets key.
2. A list of presets, starting with 0 Normal appears. Select the appropriate
preset. 0 - 4 presets are displayed on the screen. To view the other preset names, press the down arrow key.
3. Press the right arrow key (Set up Presets appears next to the right
arrow key).
4. The following options appear:
• Store Current Setting to Preset
• View Preset
• Rename Preset
• Delete Preset
Select the screen key corresponding to the option you want. Follow the
screen prompts.

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DM500™ and DM550™ Series Digital Mailing System Operating Guide
12 Creating

Custom
Messages

Custom Messaging enables you to enter text at the Control Center which
can print directly on envelopes as they pass through the mailing system.
Custom messages can be saved in the memory of the system, and recalled
whenever appropriate to print. In the Control Center, this feature is shown
as “Text Entries.”
IMPORTANT: You should be familiar with the USPS regulations and standards
relating to custom message printing and envelope usage for guidance concerning appropriate content, format, and other usage considerations

Sample:
ACME Corporation
Finance Department
Bldg 3, Floor 4
201 Aberdeen Parkway
Charlotte

NC

28255

Specifications
•
•
•
•
•
•
•
•
•
•

Print up to five lines of information.
Print a maximum of 20 characters per line (including spaces).
Fixed font (Lucida Console, 10 Point).
UPPER CASE and lower case available.
Special characters available (as outlined on the keypad).
Save up to five custom messages in memory.
Custom messages can be saved in the Normal or Custom Presets.
Uses full QWERTY keypad standard on all DM Series™ mailing systems.
Custom messages always print to the left of the postage, and left of any
advertisements and inscriptions.
Operating speed is reduced slightly to accommodate printing operation.

The Custom Messaging capability of your DM Series™ mailing system has
several applications. Use it for all outgoing mail that does not have a preprinted custom message such as Business Reply Mail. Even if you use a
pre-printed custom message on outgoing mail, this capability can be used
to define a department or section of your organization for “return mail.” By
implementing this as a process, undeliverable mail can bypass the Mail
Center, and be returned directly to the department that generated the mailing.
IMPORTANT: Custom Messaging requires an envelope at least 6 3/4" long to
print effectively. See Envelope Guidance in this section regarding testing of
your envelopes before running.

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5 • Mailing System Setup
Postal Rules and Guidance
IMPORTANT: Any custom message printed by the DM Series™ system must
follow USPS guidelines as published in the Domestic Mail Manual (DMM).

Creating a Custom Message for the First Time
1.
2.
3.
4.
5.

Press the Menu key.
Select Set Up, then select Text Entry Set Up.
Select Create.
Select a line of text to enter. Type in the text and press Enter.
Repeat step 4 until all lines of text have been entered. You can enter up
to five lines of text.
6. Press Enter when done. The Enter Text Entry Name screen appears.
7. Type in a name for the custom message and press Enter.
8. Press the left arrow key to return to the Main screen.
Adding Additional Custom Messages
The system can hold up to five custom messages at a time. To add additional custom messages to the system:
1. Press the Menu key.
2. Select Meter Stamp Options, then select Text Entries.
3. Follow steps 3 through 8 in Creating a Custom Message, above, to add
and save the address information.
TIP: Print a sample piece of mail to see ensure the custom message prints as
desired on the envelope.

Selecting/Deselecting a Custom Message
1. Press the Menu key.
2. Select Meter Stamp Options, then select Text Entries.
3. Select the custom message you want to print on the envelope.
If you do not wish to print a custom message at this time, select Don't
Print Text Entry.
4. Press Enter when done.
5. Press the left arrow key to return to the Main screen.
Viewing a Custom Message
Press the Menu key.
Select Meter Stamp Options, then select Text Entries.
Press the right arrow key, then select View.
Select the appropriate custom message. The custom message appears
on the screen.
5. Press Enter when done.
6. Press the left arrow key to return to the Main screen.

1.
2.
3.
4.

5-28

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
Editing a Custom Message
1.
2.
3.
4.
5.

6.
7.
8.
9.

Press the Menu key.
Select Meter Stamp Options, then select Text Entries.
Press the right arrow key, the select Edit.
Select the appropriate custom message.
Select a line of text to edit.
a. Press Clear to clear the existing entry, or press the left arrow key.
b. Make any necessary changes to the text.
c. Press Enter when done.
Repeat step 5 until you have edited the appropriate lines of text.
Press Enter. The Edit Text Entry Name screen appears.
If necessary, edit the name of the custom message. Press Enter when
done.
Press the left arrow key to return to the Main screen.

Deleting a Custom Message
1.
2.
3.
4.
5.
6.

Press the Menu key.
Select Meter Stamp Option, then select Text Entries.
Press the right arrow key, then select Delete.
Select a custom message to delete.
Select Yes. The custom message is deleted from the list.
Press the left arrow key to return to the Main screen.

Envelope Guidance
NOTE: Always run a test print (at $0.00 postage) before using Custom Messaging to ensure proper placement on an envelope. Custom Messaging prints a
custom message or other information directly to the left of your postage meter
imprint and any Postal Endorsements or Inscriptions on the envelope. This message does not print on the left margin of the envelope, nor does your mailing
system allow for placement of the custom message on your envelope. Therefore, before printing a mailrun using this feature, you should always process a
Test Print with ZERO POSTAGE to ensure that the full message is properly
positioned on the envelope.

Drop Shipment Endorsement
NOTE: In most cases, the Drop Shipment Authorization is printed using an
Endorsement purchased from the Pitney Bowes Online Store. The Custom Messaging feature of the DM Series™ may satisfy USPS requirements for Drop
Shipment endorsements on your mailings. However, the application and
endorsement format must be authorized locally by the USPS. Under current
Postal guidelines, the local business mail entry management of the USPS must
approve the application or endorsement format for mail deposited as “Drop
Shipment Authorization.” Contact the USPS directly for further guidance.

SV61436 Rev. D

5-29

5 • Mailing System Setup
13 Taking the

Meter Out of
Service

14 Adding an

Optional
Printer

Call your Pitney Bowes representative if you need to return the postage
meter (contained in the IntelliLink® Control Center) to Pitney Bowes. When
instructed, follow the procedure here.
1. Press the Menu key and select Set Up.
2. Select Take Meter Out of Service.
3. Select Transfer Funds from Meter.
This transfers the funds from your meter back to your account.
4. The system transfers the funds and displays the amount transferred. 
To print this amount on an envelope, place an envelope on the feed
deck and press the Start key. To print on a tape, simply press the Tape
key.
You can connect a Pitney Bowes USB printer to your mailing system. To
add this optional external printer, all you need to do is plug the USB connector from the printer into one of the two upper-most USB connectors on
the back of the mailing system base. Your mailing system recognizes the
printer as soon as you plug it into the base.
The dual USB ports are located on the right back corner of the system base
as shown here.

USB Ports

5-30

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
15 Configuring

the Optional
Barcode
Scanner

If you have a barcode scanner attached to your mailing system, you can
configure it to scan:
• account names,
• account codes (Business Manager only),
• speed codes (INVIEW™, Budget Manager only),
• Custom and Normal Presets,
• Job IDs, or
• ZIP Codes
if you are in the INVIEW™, Budget Manager or Business Manager
accounting systems.
NOTE:
• You cannot scan in account information using a barcode scanner if you are
using the Standard Accounting package provided with your system.
• You can use a barcode scanner to scan in barcodes for USPS Special Services regardless of the accounting system you are using. USPS Special
Services do not require any set up operations here.

Refer to the appropriate topic in this section:
•

•

•
•

SV61436 Rev. D

If you are using an accounting system on your mailing system you can
set the default scan type so that your system recognizes your particular
accounting application when it scans the barcode. Refer to Setting the
Default Scan Type.
If you are attempting to scan barcodes that were defined for other
accounting systems and those accounts contain a prefix, you can set
up your system to recognize that prefix when it scans in the barcode.
Refer to Adding Barcode Prefixes.
If you need to combine multiple barcode scans into a single barcode,
refer to Combining Barcodes.
If you want your system to require an operator to press the Enter key to
accept each barcode value after it is scanned and displayed on the
IntelliLink® Control Center screen, refer to Setting Auto-Enter.

5-31

5 • Mailing System Setup

Setting the
Default Scan
Type

If you are using an accounting system on your mailing system you can set
up the scanner so that it knows what field is scanning without using a prefix
code. Your selection of Account Name or Account Code depends on your
accounting system. You can then scan the account code or name directly
from the Main screen on IntelliLink® Control Center display.
To set the default value:
1.
2.
3.
4.

Press the Menu key on the control center, then select Set Up.
Press the down arrow key and then select Barcode Scanner.
At the "Barcode Scanner Setup" menu, select Default Scan Type.
Select the appropriate option according to the table here:
If your accounting 
system is:

Business Manager

INVIEW™ or Budget
Manager

And the barcode 
contains:

Select this default
scan type:

Account Name

Account Name

Account Code

Account Code

Preset

Preset

Job ID 1

Job ID 1

Job ID 2

Job ID 2

Account Name

Account Name

Account Code

Account Code

Preset

Preset

Job ID 1

Job ID 1

Job ID 2

Job ID 2

5. If you do not want any default account system, or preset, or if you will
be scanning multiple fields select None.
6. As soon as you make your selection, the "Barcode Scanner Setup"
menu reappears. You can make other selections or press the left arrow
key to return to the "Set Up" menu.

5-32

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

Adding Barcode
Prefixes

If you are going to scan multiple fields, you will need to create barcodes
that contain a 1 or 2 digit prefix. This prefix identifies the field you are scanning. You may use this if you are transferring accounts from a different
accounting system like the Paragon®, or from a set of pre-printed barcode
labels that have a prefix as part of the barcode. You can then scan these
barcodes when the Main screen displays IntelliLink® Control Center.
To set the prefix value:
1.
2.
3.
4.
5.

Press the Menu key on the control center, then select Set Up.
Press the down arrow key and then select Barcode Scanner.
At the "Barcode Scanner Setup" menu, select Barcode Prefixes.
Select the Prefix Size and then select 1 or 2 whichever is appropriate.
Select the appropriate barcode prefix option according to the table
here:
If your accounting 
system is:

Business Manager

INVIEW™ or Budget
Manager

And the barcode 
contains:

Select this barcode
prefix option:

a prefix and Account
Name

Account Name Prefix

a prefix and Account
Code

Account Code Prefix

a prefix and Job ID 1

Job ID 1 Prefix

a prefix and Job ID 2

Job ID 2 Prefix

a prefix and Account
Name

Account Name Prefix

a prefix and Speed
Code

Speed Code Prefix

a prefix and Job ID 1

Job ID 1 Prefix

a prefix and Job ID 2

Job ID 2 Prefix

6. When you select the barcode prefix, the default value for that option
appears on the screen. To enter a new value, press the Clear key to
remove the default, then type in the prefix character(s).
NOTE: Barcode prefixes are case-sensitive.

7. Press the Enter key.
8. As soon as you make your selection, the "Barcode Scanner Setup"
menu reappears. You can make other selections or press the left arrow
key to return to the Set Up menu.

SV61436 Rev. D

5-33

5 • Mailing System Setup

Combining
Barcodes

If you need to combine multiple barcode scans into a single barcode, use
this setup option. For example, the typical barcode scanner can only
accept a maximum of 30 characters. If you want to scan an account name
that contains more than 30 characters, say 50 characters, you add a "join
character" at the end of the first 30 characters. These first 30 characters
with the join character at the end, would be on the first line and the second
20 characters would be on the second line. When you scan these two barcode lines, the system will combine them into a single barcode account
value.
To select the character to join multiple barcode scans:
Press the Menu key on the control center, then select Set Up.
Press the down arrow key and then select Barcode Scanner.
At the "Barcode Scanner Setup" menu, select Concatenate Scans.
A list of possible "join character" options is displayed. Select the character you use to combine the barcode values.
5. As soon as you make your selection, the "Barcode Scanner Setup"
menu reappears. You can make other selections or press the left arrow
key to return to the Set Up menu.

1.
2.
3.
4.

The following is an example using a + symbol as a join character.

When you scan in these three barcodes, the system will combine them into
a single barcode value.
NOTE: When creating your own barcodes, create them in uppercase. If you
create them in lowercase, the length of the barcode will be twice that of the
same barcode created using uppercase text.

Setting 
Auto-Enter

You can set up your system so that after it scans in a barcode value and
displays it on the IntelliLink® Control Center screen, it requires you to press
the Enter key to accept that value. You can do this if you want to be sure
that an operator verifies that the correct barcode has been scanned. By
default, the system will automatically enter the value as soon as it scans in
the barcode.
To require you to press Enter to accept each scan:
1.
2.
3.
4.

5-34

Press the Menu key on the control center, then select Set Up.
Press the down arrow key and then select Barcode Scanner.
At the "Barcode Scanner Setup" menu, select Auto-enter.
Select Off to disable the Auto-enter. This will now require you to manually press the Enter key after each scan.
SV61436 Rev. D

6 • Adding Postage

Postage By Phone® Meter Payment System ...................................... 6-2
Your Postage Meter ............................................................................. 6-2
USPS Rekey Requirements ................................................................. 6-3
Managing Your Postage Funds ............................................................ 6-4
Connecting Your Postage Meter to an Analog Phone Line .................. 6-5
Checking Available Funds in Your Postage Meter ............................... 6-6
Checking Your Postage By Phone® Meter Payment System Account
Balance .......................................................................................... 6-6
Adding Postage .................................................................................... 6-7
Postage Pass - Automated Postage Refill ........................................... 6-7

SV61436 Rev. D

6 • Adding Postage

Postage By
Phone® Meter
Payment
System

Postage By Phone® Meter Payment System is a Pitney Bowes service that
you use to add postage to your meter. You can access the Postage By
Phone® System 24 hours a day, 7 days a week through your IntelliLink®
Control Center. For more information, refer to the Postage By Phone® System materials furnished with your system.
If you need assistance with Postage By Phone® System: If you need
assistance, have your account number ready and call the Postage By
Phone® System number. Refer to the Pitney Bowes Contact Information
List at the front of this guide for the phone number.

Your Postage
Meter

The postage meter on your mailing system is a Postal Security Device
(PSD) that incorporates the latest technology approved by the United
States Postal Service to secure funds. This technology eliminates the need
to perform physical inspections thereby making the system easier and
more convenient to use. The PSD contains the funds and performs all of
the calculations necessary to print meter stamps that comply with the latest
USPS standards.
The United States Postal Service (USPS) licenses your meter and requires
a modem inspection of the meter. Periodically, your IntelliLink® Control
Center will be required to connect to Postage By Phone® as a means of
inspecting the PSD (Postal Security Device) and validating information in
your Control Center.
To ensure that your operations are not interrupted, the time periods for the
Data Center Connection are pre-established in your system, and will give
adequate warning to you when this connection may be required:
The message “Data Center Contact Required” will first be shown
approximately 21 days after your last connection. The Control Center
will allow you to either “Connect Now” or “Later.” By selecting “Later”,
you enter a grace period that lasts approximately 7 days.
• The “Data Center Contact Required” message will appear each day for
7 days (when you power-up your system), and will only disappear after
a successful connection. This may also appear on the main screen in
reverse-type with the “Connect to Data Center” message.
• On the 28th day after your last successful connection, your Control
Center will display a message, “You will not be able to print postage
until this process is completed.” Please connect to the Postage By
Phone® Data Center to continue your operations.
• Follow the prompts on your Control Center or perform a Balance Inquiry
to make a successful connection. After a successful connection, your
screen will indicate “Data Center Contact Complete.”
To improve overall productivity, Pitney Bowes recommends that you establish a “constant connection,” where a LAN connection or phone line is connected to your Control Center (direct or wireless), or you use an approved
alternative connection. See the Connection Alternatives – Review section
of this guide for more details.
•

6-2

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

Connection
Alternatives Review

You can connect your mailing system to the Pitney Bowes network using
one of four methods:
•
•
•

•

Constant (High Speed) Connection - using your organization’s Local
Area Network and approved connection device.
Direct Analog Connection – requiring a direct, constant connection.
(The phone line comes out of the wall, and plugs in directly to the back
of the Control Center.)
Shared Analog Connection - the phone line comes out of the wall, but
may be used for a fax machine. The phone line is either detached from
the fax machine and used for the Pitney Bowes connection, or a splitter
is installed to facilitate a connection to this shared line.
Wireless Analog Connection - using an approved wireless device. (A
remote receiver is attached at the phone line coming out of the wall,
and a transmitter is attached to the back of the Control Center. All data
is transferred without a physical connection of the phone line.)
IMPORTANT: Please contact your Pitney Bowes account representative to
determine which connection options are available to you.

USPS Rekey
Requirements

The United States Postal Service (USPS) also requires, for security reasons, that the meter keys expire after 3-6 years. Meter keys are cryptographic codes that your system uses to protect your funds during printing
and when connecting to your account.
When the meter keys expire, the system reports that a rekey operation is
required.
To rekey your meter, perform a refill. This upgrades the keys. If you do not
perform a refill within three months (90 days) of the rekey message, the
system locks the meter and does not allow you to print postage.
You may still perform a refill to upgrade the keys and resume operation.

SV61436 Rev. D

6-3

6 • Adding Postage

Managing Your
Postage Funds

Refer to the appropriate section listed here for checking funds and account
balances and adding postage when using the Postage By Phone® Meter
Payment System.

1 Connecting Your Postage Meter to a Local Area Network (LAN) Refer to this section if you are using your organization’s Local Area
Network and an approved connection device. This is the recommended method.

2 Connecting Your Postage Meter to an Analog Phone Line. If you

do not have a LAN connection, refer to this section to see how to connect your postage meter to an analog line. This shows the recommended connections for when the analog line is close to your mailing
system, and when you have to remove the IntelliLink® Control Center
and take it to a remote location.

3 Checking Available Funds in Your Meter. Follow this procedure to
see if you have sufficient funds in your meter.

4 Checking Your Postage By Phone® System Account Balance.
Follow this procedure to see how many funds are in your account.

5 Adding the Postage. Follow this procedure to add postage from your
Postage By Phone® System account to your postage meter.

6 Postage Pass - Automated Postage Refill. Follow this procedure to
set up automatic postage refills on your postage meter.

1 Connecting

Your
Postage
Meter to a
LAN

Adding postage funds to your system is fast, easy, and convenient. Connect to the internet (and to Pitney Bowes) using your organization’s Local
Area Network (LAN).
NOTE: If a LAN connection is not available, you can connect via analog phone
line. Refer to 2, Connecting Your Postage Meter to an Analog Line Phone Line
in this chapter for more information.

Plug one end of the Ethernet cable (supplied) into the internet source and
the other end into the USB adapter. Plug the USB adapter into one of the
available USB ports on the back of your DM Series™ machine base as
shown here.
USB network adapter plugs into the 
DM Series™ base USB connector

LAN Internet cable

USB connectors on the 
DM Series™ base

Visit www.pb.com/constantconnection for more information.
6-4

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
2 Connecting

Your
Postage
Meter to an
Analog
Phone Line

If you do not have access to a Local Area Network (LAN) connection, you
can connect to the analog phone line connector on the back of the 
IntelliLink® Control Center.
NOTE: If you need to connect to an analog phone line that is not located near
your IntelliLink Control Center, you can remove the control center and move it to
a location near the analog line. Refer to Connecting Your IntelliLink Control
Center to a Remote Analog Phone Line in this chapter for more information.

Analog Phone
Line Connector

USB 
Connector

AC Adapter Receptacle

Connecting Your
Control Center to
a Remote Analog
Line

SV61436 Rev. D

In order to connect the control center to a remote analog line, you need an
A/C Adapter (P/N 1C85005).
To remove the control center and move it to another location:
1. Turn off the power to the mailing system.
2. Pull the blue lever at the right of
the control center towards you.
3. Slide the control center forward
to remove it.
4. Take the control center (and
external modem) to where the
analog phone line is.
5. Connect the telephone cord
(AWG 26) from the analog
phone line connector to the
analog telephone line.
6. Connect the A/C Adapter (P/N
1C85005) to the back of the
control center and plug it into
an AC outlet.
7. Add or check your postage funds as described in Checking Your 
Postage By Phone® Meter Payment System Account Balance in this
chapter.
8. Reinstall the IntelliLink® Control Center by sliding it into the docking
station on top of the mailing system until you hear it click into place.
9. Turn the power back on.

6-5

6 • Adding Postage
3 Checking

Available
Funds in
Your
Postage
Meter

If you are not sure if you have enough money to run mail or print tapes, you
should check the amount of money (funds) in your postage meter.
To check available funds in your meter:
1. Press the Funds key. The amount of funds available in your postage
meter displays at the top of the screen.
2. To print a funds report on an envelope, place an envelope on the feed
deck and press the Start key. To print on a tape, simply press the Tape
key.
The system returns to the mailing screen.
If you do not have enough postage funds in your meter, check your Postage By Phone® Meter Payment System account balance (see Checking
Your Postage By Phone® Meter Payment System Account Balance in this
chapter). If there are enough funds in your account, move funds to your
postage meter (see Adding Postage in this chapter).

4 Checking

Your
Postage By
Phone®
Meter
Payment
System
Account
Balance

6-6

Before adding postage to your meter, you should check the funds available
through the Postage By Phone® System. Remember, with your new mailing system it is no longer necessary to prepay for postage. Your mailing
system is designed to save you time and make adding postage to your
meter even more convenient. Although you can still prepay, you can take
advantage of the full meter capabilities and add postage now and be billed
later. Please allow up to seven days for your check to post if you plan to
add postage to your meter using pre-paid funds.
To check your account balance:
1. Press the Funds key.
2. Select Get Postage by Phone® Balance. The system dials Pitney
Bowes to connect to your account. When the connection is made, the
system displays your Postage By Phone® System balance.
3. Select Done to return to the main screen.

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
5 Adding

Postage

To add postage from your Postage By Phone® System account to your
postage meter, follow these steps.
1. Press the Funds key.
2. Select Quick Refill, or Other Refill Amount.
3. If you have set up a supervisor password, you are prompted to enter
the password now.
Enter the password and press the Enter key.
4. If you select Quick Refill, the system adds the same amount it did the
last time you added postage.
5. If you select Other Refill Amount, use the number keys and enter in
the amount you want to add (up to $1000). Use whole dollars only; do
not key in cents. Your meter automatically adds two decimal places.
6. Press the Enter key. The system dials Pitney Bowes to connect to your
account and begins to add the postage to your meter.
7. The system notifies you when it finishes adding your postage and displays the message “Refill Complete”. The system prompts you to download an available update or:
• Press Tape to Print Tape
• Press Start to Print an Envelope
• Don’t Print Receipt
8. Select the appropriate option.
NOTE: To view or print a statement showing the details of the last five times
you added postage to your meter, press the Reports key on the control center
and select Last 5 Refills. Refer to Chapter 8, Reports in this guide for details
of all system reports.

6 Postage

Pass Automated
Postage
Refill

With this feature, you determine the amount of postage you want transferred to your meter during each refill and you choose the dollar amount at
which you want a refill to occur. When the postage balance in the meter
drops to the amount you’ve set as the low funds value, the meter automatically downloads the amount you preset. Your meter is always ready for use.
IMPORTANT: This feature requires a constant connection via one of three
methods:
• direct analog phone line,
• wireless connection using an analog device (see below), or
• LAN connection using an approved Ethernet device.

When this feature is enabled, your system will automatically initiate contact
with Pitney Bowes to refill your meter according to the values you establish
in the system. Your mailing system will only initiate a refill when the system
powers down (Sleep Mode), wakes up (if it was turned off), or if your postage meter runs low on funds. Your system will not initiate a refill during a
transaction, or in-between transactions. This ensures that your normal
operations will not be interrupted.
When your system automatically connects, it will also check to see if any
other tasks are necessary during the same connection. This includes
uploads of tracking records, electronic postal inspection, or other functions
performed during the refill. If an update is required, you will be prompted to
do so at that time.

SV61436 Rev. D

6-7

6 • Adding Postage

Recommended
Funds Values

When the Postage Pass - Automated Postage Refill capability is enabled,
your mailing system will make recommendations for both Auto Refill
Amounts and the Low Funds Warning.
•

•

The Auto Refill Amount is the dollar value of the reset when you refill for
postage.
Recommended

Minimum

Default

$2000 - $8000

$1000

$5000

The Low Funds Value is the dollar amount that becomes the trigger for
the Auto Refill. When your postage meter reaches this level, the Auto
Refill capability will be initiated (the next time your system powers
down.)
Recommended

Minimum

Default

$1000 - $4000

$ 50

$2500

Setting the Auto
Refill Amount

1. Press the Menu key.
2. Select Set Up then select Basic Settings. The Basic Settings screen
appears.
3. Scroll down and select Auto Refill Amount.
4. Press the Clear key and then enter your desired refill amount.
5. Press Enter when done.

Setting the Low
Funds Value

1. Press the Menu key.
2. Select Set Up then select Basic Settings. The Basic Settings screen
appears.
3. Scroll down and select Low Funds Value.
4. Press the Clear key and then enter the amount you want to activate the
automatic refill.
5. Press Enter when done.

Enabling/
Disabling
Automated
Postage Refill

To disable or enable the automated postage refill feature:

6-8

1. Press the Menu key.
2. Select Basic Settings.
3. Press the down arrow key and select Automatic Refill.
• Select On, enable automatic refill to enable the automatic refill. A
connectivity alert message will appear indicating that the meter
must be physically connected through a phone line or LAN. Select
OK to continue.
• Select Off to disable the automatic refill.

SV61436 Rev. D

7 • Standard Accounting

Navigating Hints ................................................................................... 7-2
Overview of Accounting ....................................................................... 7-3
Using the Account Setup Procedures .................................................. 7-3
Before Using the Setup Procedures..................................................... 7-4
Viewing Accounts ................................................................................. 7-4
Creating Accounts ................................................................................ 7-4
Editing Accounts .................................................................................. 7-6
Setting an Account Period.................................................................... 7-6
Turning Standard Accounting On or Off ............................................... 7-7
Deleting Accounts ................................................................................ 7-7
Turning Account Password Protection On or Off.................................. 7-7
Resetting (Clearing) all Accounts ......................................................... 7-8
Turning Reset Individual Accounts On or Off ....................................... 7-8
Transferring Funds ............................................................................... 7-9
Selecting an Accounting Type ............................................................ 7-10
Your Accounting System Features ..................................................... 7-11
Account Structure and Hierarchy ....................................................... 7-12

SV61436 Rev. D

7 • Standard Accounting

Navigating
Hints

•

You can access all of the accounting features by pressing the
Accounts key on the IntelliLink® Control Center. The system displays
the account names in the format shown here (Standard Accounting):

Select Account
0. None
1. Account Name>
-
2. Account Name>
-
3. 
-
4. 
Enter Account Number:

Name

Screen
Options







Set Up
Accounts

More Options

•

Arrow Keys
and Help
Information

To enter the account set up mode, press the right arrow key on the control center as indicated by the help information on the bottom on the
right side of the main screen. The “Set Up Accounts” screen shown
below appears:

Set Up Account
 1. View Account
 2. Edit Account
 3. Create Account/Sub
 4. Transfer Funds
 5. Accounting Period

Screen
Options

Exit
Setup





More Options

•
•
•

7-2

Arrow Keys
and Help
Information

The maximum number of options displayed is 5. To view more options,
press the down arrow key.
You can select a numbered option either by pressing the screen key
next to the option, or by pressing the corresponding number on the keyboard and then pressing the Enter key.
Pressing the left arrow key returns you to the main screen.

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

Overview of
Accounting

The information in this chapter describes how to set up the standard
accounting package provided with your mailing system. For information on
your system’s accounting features, or if this is the first time you are setting
up accounts and would like some examples of accounting structures and
hierarchy see sections: Your Accounting System Features and Account
Structure and Hierarchy at the end of this chapter. To begin using the
account setup procedures, go to Using the Account Setup Procedures
starting on the next page.

Using the
Account Setup
Procedures

The following is a list of all the account setup procedures. For details on
each procedure, refer to the section number listed here.

1

Viewing Accounts.

2

Creating Accounts.

3

Editing Accounts.

4
1

Setting an Accounting Period.

5

Turning Accounting On or Off.

6

Deleting Accounts.

7

Turning Account Password Protection On or Off.

8

Resetting (Clearing) All Accounts.

9

Turning Reset Individual Accounts On of Off.

10 Transferring Funds.
11 Setting the Station ID.
12 Selecting an Accounting Type.

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7 • Standard Accounting

Before Using
the Setup
Procedures

1. If your system has a supervisor password set up, you must enter that
password before you can enter the account setup mode.
NOTE: Passwords are case-sensitive.

2. If you have not set up any accounts yet, as soon as you press the
Accounts key on the control center, the system prompts you for the
supervisor password. As soon as you enter the password, the system
displays the “Set Up Accounts” screen.
3. If you have already set up accounts, pressing the Accounts key displays a list of all the accounts. Press the right arrow key to enter the
“Set Up Accounts” screen.

1

Viewing
Accounts

1.
2.
3.
4.

Press the Accounts key.
Press the right arrow key to enter the “Set Up Accounts” screen.
Select View Accounts.
The names of your top level accounts appear. Select the account you
want.
5. The system displays the total funds and total pieces for that account
which includes the rolled up totals for all its subaccounts and subsubaccounts. If the account has subaccounts, you can also select View Subaccount and View Subsubaccount to get the information for each.

2

Creating
Accounts

To create a new account:
1.
2.
3.
4.

Press the Accounts key.
Press the right arrow key to enter the “Set Up Account” screen.
Select Create Account/Sub.
Select Create a New Account. The system prompts you to enter an
account name.
5. Type in the name using the keyboard or numeric keypad and press
Enter. The “Account Information” screen appears and displays the
options:
• Edit ame
N
N
• Edit umber
• Add | Change Password
• Add Subaccount (to account) | Subsubaccount (to subaccount)
• Create Another Account | Subaccount | Subsubaccount
6. Select the appropriate option and follow the prompts.
NOTES:
• By default, the system assigns the next available account number to
your new account. If you want to assign a different number, select the
Edit Number option.
• If you want to password protect this account, select the Add Password
option. You will be prompted to enter a password and then confirm it.
Passwords are case sensitive, can be alphanumeric and must be at
least four characters. (You need to enable password protection before
you can protect an individual account. Refer to Turning Accounting
Password Protection On or Off in this chapter.

If you want to password protect this account, select the Add Password
option. You will be prompted to enter a password and then confirm it.
Passwords are case sensitive, can be alphanumeric and must be at
7-4

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DM500™ and DM550™ Series Digital Mailing System Operating Guide
least four characters. (You need to enable password protection before
you can protect an individual account. Refer to Turning Accounting
Password Protection On or Off in this chapter.
7. When you are done, press the Enter key to save the account information.

Creating a New
Subaccount or
Subsubaccount

1.
2.
3.
4.

Press the Accounts key.
Press the right arrow key to enter the “Set Up Accounts” screen.
Select Create Account/Sub.
Select Add to an Existing Account. The system displays a list of all of
the accounts and prompts you to select the account to which you would
like to add a subaccount or subsubaccount. If necessary, use the down
arrow key to scroll down through the list.
5. Select the account or subaccount.
6. Type in the name of the subaccount or subsubaccount and press 
Enter. The “Account Information” screen appears and displays the
options:
• Edit ame
N
• Number:
• Add SubSubaccount to:
• Add | Change Password
• Create Another Subaccount for:
7. Select the appropriate option and follow the prompts.
NOTES:
• The account number and password, and total pieces and funds used (if
they exist) are transferred to the first subaccount created (the next
working, chargeable, account). They are further transferred down when
a subsubaccount in this link is created (the new chargeable account).
• By default for addition subaccounts, the system assigns the next available account number to your new subaccount.
• If you want to password protect this account, select the Add Password
option. You will be prompted to enter a password and then confirm it

8. When you are done, press the Enter key to save the account information.

Accounting
Messages

SV61436 Rev. D

When you attempt to create an account when all available accounts have
been used, the message “Cannot create any more accounts” appears. You
must delete an account before you can create another account. Alternatively, if you have fewer accounts than you system is capable of handling,
you can upgrade to a higher number of accounts.

7-5

7 • Standard Accounting
3

Editing
Accounts

You can change the name of an account, make the account inactive (or
active), add a password or change an existing one, and clear (reset) all
data from the account.
Press the Accounts key.
Press the right arrow key to enter the “Set Up Account” screen.
Select Edit Account.
The names of your top level accounts appear. Select the account you
want to edit.
5. Select the appropriate option:
a. Edit Account Name - Select this to change the name of your
account. (Only the chargeable account name can be changed. A
new account with its own subaccounts/subsubaccounts is necessary for new high level account names.)
b. Status - Select this to change the account’s status to Active or Inactive. Pressing the screen key for Status switches between active
and inactive.
c. Reset Account - Select this to clear all number of pieces and funds
in this account. When you select this, the system prompts you to
print a report of the account data. Once cleared, the data are unrecoverable. To keep a record of your data, select Print Report, then
select Reset to clear the data. 
Before you can reset or clear individual accounts, you must enable
this feature. Refer to Turning Individual Reset Accounts On or Off in
this chapter.
d. Change | Add Password - This option allows you to change an
existing password or create one for this account. Passwords are
case sensitive, can be alphanumeric and must be at least four characters. You are prompted to confirm the new or modified password.

1.
2.
3.
4.

NOTE: Before you can create or change a password, you must enable
this feature. Refer to Turning Account Password Protection On or Off in
this chapter.

4

Setting an
Account
Period

By default, your mailing system does not have an account period set. If you
set an account period, when your system reaches the end of that period,
you need to reset (clear) all of the data in the accounts before you can process mail again.
1.
2.
3.
4.

Press the Accounts key.
Press the right arrow key to enter the “Set Up Accounts” screen.
Select Accounting Period.
Select the appropriate accounting period (none, weekly, monthly, quarterly, twice a year, or yearly).
5. The system calculates the cutoff date. If you want to type in another
cutoff date press the clear button and enter a cutoff date using the format: MM DD YYYY
EXAMPLE: If you select a monthly accounting period and enter a cutoff
date of 03 31 2007, as soon as your system reaches April 1, 2007 (12:01
a.m.), you must reset (clear) your account data. Your machine prompts you
to do so at startup. Once you reset the accounts, the system automatically
resets the cutoff date to 04 30 2007.

6. Press Enter.
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DM500™ and DM550™ Series Digital Mailing System Operating Guide
5

Turning
Standard
Accounting
On or Off

To turn the standard accounting package provided with your system on or
off:
1.
2.
3.
4.

Press the Accounts key.
Press the right arrow key to enter the “Set Up Accounts” screen.
Scroll down and select Accounting.
To turn on the system’s standard accounting, select Standard. To disable or turn off standard accounting, select Off.
NOTE: If your system is connected to other accounting systems, those systems also appear as options. Refer to Selecting an Accounting Type in this
chapter for more information.

6

Deleting
Accounts

When you delete an account, you remove its data completely. That data is
then unrecoverable. Make sure you do not need the account’s data before
you delete the account.
1.
2.
3.
4.

Press the Accounts key.
Press the right arrow key to enter the “Set Up Account” screen.
Scroll down and select Delete Account.
A list of your accounts appear. You can only select a chargeable
account to delete. The selected account, subaccount and/or subsubacount, along with its postage and pieces of mail is deleted.
EXAMPLE:
The subaccounts appear in the display as two separate accounts under the
main account title:
Engineering
Software
Engineering
Industrial Design

5. As soon as you select an account, the system prompts you to print a
report. Once you delete an account, its data cannot be retrieved. To
keep a record or your account data, select Print Report, then select
Delete.

7

Turning
Account
Password
Protection
On or Off

By turning passwords on, you can protect each account from unauthorized
access.
NOTE: Before you can turn account password protection on or off, you need
enable the supervisor password protection feature. Refer to Setting up a Supervisor Password in Chapter 4 of this guide for more information.

To turn account passwords on or off:
1. Press the Accounts key.
2. Press the right arrow key to enter the “Set Up Account” screen.
3. Scroll down and select Passwords. 
By selecting Passwords, you can switch between On and Off.

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7 • Standard Accounting
8

Resetting
(Clearing)
all Accounts

When you reset or clear your accounts, you completely remove all of the
data in all of your accounts. Once you clear the data, you cannot retrieve it.
To keep a record of your data, be sure and print a Multi-Account Summary
Report. Refer to Chapter 8, Reports for more information on reports.
To reset or clear all of your accounts:
1.
2.
3.
4.

Press the Accounts key.
Press the right arrow key to enter the “Set Up Accounts” screen.
Scroll down and select Reset All Accounts.
As soon as you select Reset All Accounts, the system prompts you to:
• Print Report
• Reset
5. To keep a record of your account data, select Print Report. The system
prints a Multi-Account report.
6. Once you print a Multi-Account report, clear all accounts by selecting
Reset. The system prompts you to confirm that you want to clear the
accounts.

9

Turning
Reset
Individual
Accounts
On or Off

If you want to be able to reset (clear) individual accounts, enable (turn on)
the Reset Individual Accounts feature.
1. Press the Accounts key.
2. Press the right arrow key to enter the “Set Up Accounts” screen.
3. Scroll down and select Reset Indiv. Accounts. By selecting Reset
Indiv. Accounts, you can switch between On and Off.
NOTE: To reset individual accounts, refer to Editing Accounts in this chapter.

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DM500™ and DM550™ Series Digital Mailing System Operating Guide
10 Transferring

Funds

To transfer funds:
1. Press the Accounts key.
2. Press the right arrow key to enter the “Set Up Accounts” screen.
3. Select Transfer Funds. The system displays a list of your chargeable
accounts. You can transfer funds used and piece count among
accounts, subaccounts and subsubaccounts only if they are working
accounts (the lowest, or sole link in the account chain).
EXAMPLE:
If you have a top level account with two subaccounts and one 
subsubaccount:
Account - Engineering, Subaccount - Software
Account - Engineering, Subaccount - Industrial Design
Account - Engineering, Subaccount - Mechanical,
Subsubaccount - Prototypes
The subaccounts and subsubaccount appear in the display as separate
accounts under the main account title: transfers can be made between
Software, Industrial Design and Prototypes.
Engineering
Software
Engineering
Industrial Design
Engineering
Mechanical
Prototypes

4. Select an account to transfer funds from and press Enter.
5. The system displays a list of all of your accounts again. Select an
account to transfer funds to and press Enter.
6. A screen displays showing your “transfer from” and “transfer to”
accounts.
• Select Transfer Entire Amount, or:
• if you want to transfer less than the entire amount, enter the amount
you wish to transfer and press Enter. The system displays a screen
of the from/to accounts and the amount of the transfer.
7. Select Transfer $_____. The system transfers the amount and displays
a screen of the accounts and amount transferred.
To transfer pieces:
8. Select Transfer Piece Count. The system displays a screen of the
same accounts and prompts you to “Enter Number of Pieces to Transfer.”
9. Enter the number of pieces or select Transfer Entire Piece Count and
press Enter. The system displays a screen of the from/to accounts and
the piece count of the transfer.
10. Select Transfer ___. The system transfers the pieces and displays a
screen showing the transaction.

SV61436 Rev. D

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7 • Standard Accounting

Selecting an
Accounting
Type

To select and accounting type, or to disable the accounting feature on your
mailing system, follow the procedure here.
1. Press the Accounts key.
2. Press the right arrow key to enter the “Set up Account” screen.
3. Press the down arrow key to scroll down and select Accounting.
NOTE: The type of accounting currently set for your system is displayed
next to the Accounting selection.

The “Select Accounting Type” screen appears and depending on the
option(s) you purchased, displays the following:
• Off
• Standard
• Business Manager
• Budget Manager
• AccuTrac
• Meternet
4. To disable the current accounting, select Off.
NOTE: If accounting is enabled, whenever you run mail you MUST select
an account. To avoid having to do this, select Off.

5. Enable the appropriate accounting option:
• To enable standard accounting provided with your system, select
Standard.
• If you have purchased Business Manager, select Business 
Manager.
• If you have purchased Budget Manager, select Budget Manager.
• If you have an AccuTrac SA connected to your system, select
AccuTrac.
CAUTION: If you switch from one accounting system to
another, you will lose all of the data in the original accounting
system..

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DM500™ and DM550™ Series Digital Mailing System Operating Guide

Your
Accounting
System
Features

You can configure your mailing system to track and account for postage
used by departments or individuals within your organization. Your system
stores the following information for each account.
•

•
•
•
•

Account name (alphanumeric)
— 32 characters for top level accounts
— 16 characters for subaccounts
— 16 characters for subsubaccounts
Account ID number
Item total. This is the total number pieces of mail charged to an account
since it was last cleared.
Value total. This is the total amount of postage charged to an account
since it was last cleared.
Account password.

Your mailing machine has 25 standard accounts. You have the option to
increase your accounts to 100 or 300 accounts. Only your chargeable level
accounts are counted towards your account total. (Chargeable accounts
are explained in the next section.)
If you need information on how to structure your accounts, refer to the
Account Structure and Hierarchy section in this chapter.

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7 • Standard Accounting

Account
Structure and
Hierarchy

You can structure your accounts in single or multiple levels. For example,
you can divide a top level department (account) into two or more major sections or subaccounts. You can further divide these subaccounts into two or
more sections or subsubaccounts. The following examples demonstrate
some of the ways in which you can structure your accounts.
•

When you create a top level account, you can charge funds and pieces
to that account. This is the working (chargeable) account because at
this point it does not have any subordinate accounts:
EXAMPLE:
Account - Engineering

•

If you create subaccounts for the original account, they become the end
links in the account chain and identify the departments where you disperse funds:
EXAMPLE:
Account - Engineering, Subaccount - Software
Account - Engineering, Subaccount - Industrial Design

•
•

The original Account now serves as an administrative account that
owns and contains totals for the lower subaccounts.
If you create subsubaccounts for subaccounts, the subsubaccounts
become the end links and identify the departments that are charged for
postage.
EXAMPLES:
Account - Engineering, Subaccount - Software,
Subsubaccount - Software Testing
Account - Engineering, Subaccount - Software,
Subsubaccount - Software Design
Account - Engineering, Subaccount - Industrial Design,
Subsubaccount - Graphics and Layout
Account - Engineering, Subaccount - Industrial Design,
Subsubaccount - User Friendly Testing

When accounts are linked (account/subaccount, or account/subaccount/
subsubaccount) they become a set and are treated as one separate
account, with one account number and one password. The existing
account number and password are rolled down to the subaccount when the
first subaccount is created. When you create another subaccount to this
account, you create another linked set of accounts with a different account
number and password.
This type of account structure allows you to view accounts and create
reports that show total charges for the top level account, or you can view or
create reports that show the charges for each of the subaccounts or subsubaccounts. This is graphically illustrated on the following page using the
above examples.
You can have all single top level accounts or you can mix both single and
multi-layered accounts. The lowest level in the account structure is where
charges are incurred. An account or subaccount, just like the subsubaccount is the chargeable account when it’s the last, or single, link in the
7-12

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DM500™ and DM550™ Series Digital Mailing System Operating Guide
structure. Piece count totals and funds used are transferred among
accounts, subaccounts and subsubaccounts when they are chargeable
accounts.
When you use an account to print postage, you are using the chargeable
account in a link of accounts (e.g., Engineering/Industrial Design/Graphics
and Layout) to draw from the meter’s postage funds obtained through Postage By Phone®.
When you view accounts or print reports you are being given information
on funds used and pieces processed for each account in the hierarchal
structure. For example, (Engineering) with totals for all its subaccounts and
subsubaccounts. The subaccounts (e.g., Industrial Design) show totals for
their subsubaccounts (e.g., Graphics and Layout and User Friendly Testing) and the subsubaccounts show their individual totals.
Hierarchal Reporting Structure

ACCOUNT
Total funds used and
pieces processed for all
accounts below.

SUBACCOUNTS
Total funds used
and pieces 
processed for all
accounts below.

Software
Tes ting

Engineering

Software

Software
Design

Industrial
Design

Graphics
Layout

User
Friendly
Testing

SUBSUBACCOUNTS
Individual account totals for funds used and pieces processed.

SV61436 Rev. D

7-13

7 • Standard Accounting

7-14

SV61436 Rev. D

8 • Reports

Introduction .......................................................................................... 8-2
Viewing a Report .................................................................................. 8-2
Printing a Report .................................................................................. 8-2
Report Print Queue .............................................................................. 8-3
Single Account Report ......................................................................... 8-3
Multi-Account Summary Report ........................................................... 8-4
Last Five Refills Report ........................................................................ 8-6
USPS Confirmation Services Report (System Printer Required) ......... 8-7
Account List Report (External Printer Required) .................................. 8-8
Funds Report ....................................................................................... 8-8
System Set Up Report ......................................................................... 8-9
Error Report ....................................................................................... 8-10
Job Report.......................................................................................... 8-11
Data Capture Report (Non-US Use Only) .......................................... 8-12
Electronic Return Receipt Report....................................................... 8-12
Installed/Pending Rates Report ......................................................... 8-13
Last Rates Downloaded Report ......................................................... 8-13
View Download Log Report................................................................ 8-13

SV61436 Rev. D

8 • Reports

Introduction

Creating a report is quick and easy on your mailing system. With the capability to print out reports on roll tape or envelopes using the internal mailing
system printer, you can easily keep an accurate record of all your mailing
activities.
NOTE: The accounting reports described in this chapter are for the standard
accounting package provided with your DM Series™ Digital Mailing System. If
you are using another optional accounting package (for example, Budget Manager), refer to the documentation provided with that application.

For some reports, you need an external or attached printer. For instructions
on how to set up an attached printer, refer to Chapter 5 - Mailing System
Setup, Set Up Optional Printer, in this guide.
Each report is described in the following sections. Each section shows you
the display on the screen and the information that prints out.

Viewing a
Report

1. Press the Reports key.
2. Select the report you want to view. The report appears in the main display.

Printing a
Report

You may print reports using the internal mailing system printer, or an
attached external printer if one is connected to your system.
1. Press the Reports key.
2. Select the report you want to print. The report appears in the main display. Press Enter.
3. Depending on your particular system, select one of the bulleted options
below.
• If your system can only print using the internal mailing system
printer: press the Start or Tape key to print on an envelope or tape.
• If you have an external printer and your report can only print to an
external printer, the system asks you to press Enter.
• If you have an external printer and your report can print to an external printer or the internal printer, the system prompts you to “Select
a Printer.” If you want to use the attached external printer, select
Attached Printer and press Enter. If you want to use the system
printer, select Mailing Machine. Press the Start or Tape key to print
on an envelope or tape.

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DM500™ and DM550™ Series Digital Mailing System Operating Guide

Report Print
Queue

The Report Print Queue will function with most reports, except for the Confirmation Services reports. (A warning message will appear if you attempt
to print a Confirmation Services report when there are reports in the
queue.)
If a series of reports are scheduled to print, the Reports Queue option will
appear on the main report screen.
1. Press the Reports key.
2. If necessary, press the down arrow key and select Reports Queue.
Once selected, this option will list information about the report that is
currently printing, as well as a list of the reports that are remaining in
the queue.
NOTE: You can cancel reports out of the queue. If the printer runs out of
paper, the “Check external printer” message will appear on the main screen.

Single Account
Report

The Single Account Report gives the total pieces of mail and the postage
for a selected account. After you select Single Account Report the last
account used is displayed. To view another account, press the screen key
for Select Another Account.
If you have re-powered the system since the last time you processed mail,
the "Select Account" screen displays. Use this screen to choose a specific
account for the report.
Accounts can be printed even if they are inactive.
Screen Display
Single Account Report

 
Account Number
Pieces
Postage





> Select Another Account

Printed Report
The Single Account Report prints on one envelope or a strip of tape. Information contained in the report:
•
•
•
•
•
•
•

SV61436 Rev. D

Date report is printed.
Time report printed.
Meter Stamp Serial Number: identifies the meter which printed the
report.
Account Number: Number of each account that has used postage.
Pieces: Total of pieces processed for the account.
Postage: Total postage amount charged to the account.
Station ID: a user-defined number to identify the meter.

8-3

8 • Reports

Multi-Account
Summary
Report

Internal Printer Version
The Multi-Account Summary supplies the total pieces and postage for all
enabled accounts.
You can view and print the Multi-Account Summary report sorted by
account number, as well as by account name. When viewing this report,
press the left arrow key to toggle between the account name and account
number sorting options.
This report can be printed on an envelope with the internal printer.
Screen Display
Multi-Account Summary
Account

Pieces

Postage

























Printed Report
•
•
•
•
•
•
•
•

Date report is printed.
Time report is printed.
Meter Stamp Serial Number: identifies the meter which printed the
report.
Account Number: Number of each account that has used postage.
Pieces: Total of pieces run for account.
Postage: Total postage value for account; no sub total is provided for
subaccounts or sub-subaccounts.
Station ID: a user-defined number to identify the meter.
Page numbers.
NOTE: The account name only appears on the report when you print the report
on an external printer.

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DM500™ and DM550™ Series Digital Mailing System Operating Guide

External Printer
Version

This version of the Multi-Account Summary can only be printed on an
attached external printer. Account numbers are only assigned to the lowest
level of the account hierarchy or transaction level. Account numbers will
only appear if the account does not have subaccounts. If the account has
subaccounts or subsubaccounts, account numbers will only be displayed
for the lowest level account. The piece and postage totals for accounts with
subaccounts displays as “Subtotal.”
Screen Display
Account Summary
Account

Pieces

Postage













Printed Report
The Multi-Account Summary prints out on an attached printer. This report
provides the following information:
•
•
•
•
•
•
•
•
•
•
•
•

SV61436 Rev. D

Meter stamp number.
Date report is printed.
Time report is printed.
Page number.
Station ID: a user-defined number to identify the meter.
Number assigned to an account, subaccount, or sub-subaccount.
Name of the account, subaccount, or sub-subaccount.
Total of Items of mail for account, subaccount, or sub-subaccount.
Amount of funds used in account.
Total of funds used for each level of accounts.
The grand total of pieces of mail.
The grand total of the funds used.

8-5

8 • Reports

Last Five Refills
Report

The Last Five Refills Report lists the last five refills for any enabled account
and prints the information on a single envelope or strip of tape. The refills
are displayed in chronological order.
Screen Display
Last 5 Refills Report
Date

Time

Amount

























PbP Account:



Printed Report
The Refill Statement provides the following information:
•
•
•
•
•
•
•

8-6

Date of Refill.
Time of Refill.
Refill Amount: Amount of the last five refills for this particular account.
Account No: Postage By Phone® Meter Payment System account
number.
Meter Stamp Serial Number: identifies the meter which printed the
report.
Date Printed.
Page number of report.

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DM500™ and DM550™ Series Digital Mailing System Operating Guide

USPS
Confirmation
Services Report
(System Printer
Required)

The Confirmation Services Report provides details for Confirmation Services pieces processed and uploaded via IntelliLink® Control Center. It
prints the information on an envelope or strip of tape. When you select
Confirmation Services from the "Select Report" screen, you can choose
one of the following options:
•
•
•

View or print a specific record - You can scroll through the uploaded
records one at at time. You can print to a tape or envelope.
Print receipts for last batch sent - If a tape is loaded, the system
prints the receipts.
Print summary to attached printer - You must have an external
printer attached.

Screen Display
Barcode:

Confirmation Services Report

Service:
Postage:
Class:
ZIP:
Date Uploaded:
> Print tapes for last group sent

Printed Report: System Printer
•
•
•
•
•
•
•

The report provides the following information about a piece of mail:
Barcode or package identification code.
Destination ZIP Code of the package.
The Postage by Phone® Meter Payment System account number.
Meter Serial number.
Date and time record was uploaded via IntelliLink® Control Center.
A fill-in space where the customer can write in the recipient and delivery
address.

Printed Report: Attached Printer
The external printer version of the USPS Services Report provides the following information for each package:
•
•
•
•
•
•

SV61436 Rev. D

Package identification barcode.
Amount of postage used.
Class of mail for the package.
Type of Special Service used.
Destination ZIP Code.
Date package was uploaded via IntelliLink® Control Center.

8-7

8 • Reports

Account List
Report
(External
Printer
Required)

The Account List Report lists the names and numbers of all accounts that
are set up in your mailing machine.
Screen Display
Account List
Number

Name

















Printed Report
This report prints a list of all your accounts and the account numbers.

Funds Report

The Funds Report gives a summary of the funds used and available in the
meter, total pieces run, batch pieces and value. It prints on one envelope or
tape.
Screen Display
Funds Report
Funds Used:



Funds Available:



Total Pieces:



Control Sum:



Batch Count:



Batch Value:



Printed Report
The Funds Report provides the following information:
•
•
•
•
•
•
•
•
•
•
8-8

Date report is printed.
Time report is printed.
Meter Stamp Serial Number.
Used: Postage funds currently spent.
Available: Postage funds still available for processing.
Control Sum: The total of used funds and available funds.
Total Pieces: Total of pieces imprinted with postage.
Batch Value: Postage spent for this batch.
Batch Count: Number of pieces in the batch.
Postage By Phone® Meter Payment System serial number.
SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

System Set Up
Report

The System Setup Report is an extensive report that gives you comprehensive information about your total mailing system. You can only print the
entire system set up. However, the entire report must be printed on an
attached printer. It provides information on:
•
•
•
•
•
•
•
•
•
•
•

•

SV61436 Rev. D

Serial Numbers:
Meter, IntelliLink® Control Center, Meter Stamps, Base, and Postal
Security Device.
Software Versions:
IntelliLink® Control Center, Postal Security Device, Scale Software,
Rates Module.
Downloaded Features:
Features, Rates, Software, Scale Capacity, Number of Uploaded
Records.
Funds and Piece Information:
Funds Used, Funds Available, Control Sum, Total Pieces, Batch Value,
Batch Count.
Warning Values:
High Value, Low Funds, Maximum Settable Value.
Time Settings:
Time Zone Offset, Daylight Time Offset, Daylight Savings, Clock Drift
Adjustment, Date Advance Time.
Advertisements:
Advertisement ID and Name.
Inscriptions:
Inscription ID and Name.
Accounting Set Up:
Accounting Feature on/off, System, Passwords, Number of Accounts.
Modem Set Up:
Dial Out Prefix, Dial Method, Local Number, Pitney Bowes Number,
PBP Account, Initialization String.
Scale Settings:
Adjustment for Motion, AutoScale, Trip Weight, Units, Origin, Location
Code, AutoClear, Clear Zone If New Class, ZIP/Zone Prompt, BMC
Intra ZIP, Add ZIPs to Zone ), Discount Code, Min. Confirmation Service, Scale Capacity.
Presets.

8-9

8 • Reports

Error Report

This feature may be offered as a standard or optional feature and is not
available on all Pitney Bowes solutions. Please contact your local account
representative to determine if this option is accessible on your system.
The Error Report lists the last ten errors in chronological order with the
most recent error at the top. It prints on an envelope or tape strip.
Screen Display
Error Report
Date

Time

Location

Error ID

































Printed Report
The Error Report gives the following information:
•
•
•

Date report printed.
Time report printed.
Meter Stamp Serial Number.

The Error Report lists the following information for each error:
•
•
•
•
•

8-10

Error Date.
Error Time.
Error Identification.
Locaiton: Where in the system the error occurred.
Page Numbers.

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

Job Report

This feature may be offered as a standard or optional feature and is not
available on all Pitney Bowes solutions. Please contact your local account
representative to determine if this option is accessible on your system.
The Job Report summarizes a job that is processed in a mode that did not
dispense funds. It can be printed on an envelope or tape.
Screen Display
Job Report






Account Number



Pieces



Job:



Printed Report
The Job Report gives the following information:
•
•
•
•
•
•
•
•

SV61436 Rev. D

Time: date printed report printed.
Meter Stamp Serial Number: identifies the meter which printed the
report.
Station ID: A user-defined number to identify the meter.
Pieces: Total of pieces processed for the account.
Postage: Total postage amount charged to the account.
Job: mode of operation.
Account Number: Number of each account that has used postage.
Account Name: Name of each account that has used postage.

8-11

8 • Reports

Data Capture
Report (Non-US
Use Only)

The Data Capture Short Report provides information on the data that is
transferred from the mailing system through Pitney Bowes Data Center to
the Post Office.

Electronic
Return Receipt
Report

This report can be used as a firm mailing book (Form 3877) for proof of
mailing for Certified Mail. A USPS clerk can round date stamp this form
which can be generated after processing a batch of Certified Mail with eReturn Receipt.

The Data Capture Report prints on an envelope or tape.

Verify with your local postmaster this facsimile will be accepted in place of
the actual USPS Form 3877

USPS Form 3877 Facsimile
Mixed Special Services
Customer DUNS Number: 082133393
USPS Article Number

Destination
Zip Code

Software Version: 15.01.01

9114082133393000155138 65746

0.37

Special
Service
Type
C
RR
C
RR
C
RR
C
RR
C
RR
C
RR
C
RR
C
RR
DC

9134082133393000494330 12564

0.37

SC

Page Totals
Cumulative Totals

3.70
3.70

9171082133393111643017 24560
9171082133393111643024 14569
9171082133393111643031 42569
9171082133393111643048 76490
9171082133393111643055 07654
9171082133393111643062 56470
9171082133393111643079 12564
9171082133393111643086 76542

10
10

Postage

0.37
0.37
0.37
0.37
0.37
0.37
0.37
0.37

Special
Service
Fee
2.30
1.30
2.30
1.30
2.30
1.30
2.30
1.30
2.30
1.30
2.30
1.30
2.30
1.30
2.30
1.30
0.13
1.30

30.23
30.23

Other
Fees

Total
Charge

Customer Reference

DDDDDGGGGG1245
3.97
0.12

00000CVG124565
4.09
0000CV02462208
3.97
0000CV02462209
3.97

0.12

DDDDDGGGGG1246
4.09
0000CV04491460
3.97
00000CVG124566
3.97
00000CVG124567
3.97
0.50
1.67

0.24
0.24

34.17
34.17

Postal Service Certification
Total Number of Pieces Received:____________
_________________________________
Signature of Receiving Employee
USPS Form 3877(Facsimile)

8-12

Round Stamp:_________________
Date: MM/DD/YYYY

Page 1 of 1

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

Installed/
Pending Rates
Report

This report displays only on the screen. Use the up and down arrow keys to
scroll through all the rate files loaded on the system.

Last Rates
Downloaded
Report

This report displays only on the screen. Use this report to confirm whether
you have downloaded the newest rate files prior to a Rate Change.

Rate:
Description (name)
File Name
Part Number
Version
Service level
Effective date
Active or Inactive

Screen Display
Last Rates Downloaded

Description

View Download
Log Report

SV61436 Rev. D

Effective

USPS International Rates

E.01 2009/01/18

USPS Domestic Rates

S.01 2009/01/18

This report displays only on the screen. Use the up and down arrow keys to
scroll through the list of history of files that have been downloaded.

8-13

8 • Reports

8-14

SV61436 Rev. D

9 • Maintaining and Updating

Contents
Items to Keep On Hand ........................................................................9-2
Cleaning the Exterior ............................................................................9-2
Tape Maintenance ................................................................................9-2
E-Z Seal® Sealing Solution Maintenance ............................................9-4
Moistener Maintenance ........................................................................9-5
Printer Maintenance ........................................................................... 9-11
Replacing the Ink Cartridge ................................................................9-13
Changing the Printhead......................................................................9-15
Changing the Wiper Blade Assembly .................................................9-18
Performing Updates or Adding Features ............................................9-19

SV61436 Rev. D

9 • Maintaining and Updating

Items to Keep
On Hand

The following is a list of items you should keep on hand:
•
•
•

Ink Cartridge
Tape Roll
E-Z Seal® Sealing Solution

Refer to Chapter 11, Supplies and Options for details on how to order these
items.

Cleaning the
Exterior

To clean the outside of your mailing system, wipe it off with a soft dry cloth.
Do not use harsh chemical cleaners. If necessary, use only Windex® or
soapy water.
You may clean the display screen on the IntelliLink® Control Center with a
mild glass cleaner and soft cloth.
CAUTION: Do not pour or spray cleaner directly on the
display screen or machine. Spray on the cloth and wipe
the screen with the dampened cloth.

Tape 
Maintenance

Tape maintenance consists of installing a new tape roll.
The DM Series™ Digital Mailing System uses adhesive tape. A red stripe
appears along its edge approximately 22 inches from the end to indicate a
low tape condition. Replace the tape when the stripe appears. To order new
tape, refer to Chapter 11, Supplies and Options in this guide.
CAUTION: If you do not use Pitney Bowes supplied tape,
you will not be able to determine when the tape is running out and this may cause a jam.
The red stripe on the tape notifies you that you are running low on tape. There is also a black stripe that tells the
machine when it is out of tape. When the system detects
the black stripe on the tape it stops the machine. At this
point there is still a small amount of tape on the roll.

•
•

9-2

If you install a new roll before the system actually runs out of tape, go to
Tape is still on roll in this section.
If the system runs out of tape and the message “Out of Tape” appears
on the display, go to Tape has run out in this section.

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

Tape is still on
roll

1. When you see the red stripe on the tape, go to the Tape Maintenance
screen:
a. Press the Menu key.
b. Select Maintenance.
c. Select Load Tape.
d. Select Unload Tape.
2. If your DM Series™ Digital Mailing System does not have the optional
WOW® module, open the feed cover and remove the tape roll. 

If your DM Series™ Digital Mailing System has the optional 
Weigh-On-The-Way® (WOW®) module, open the WOW® cover.
Refer to the appropriate figure below.
Location of the tape roll
under the feed cover on a
DM500™ or DM550™ 
system without the optional
WOW® module.

DM500™ or DM550™ Series Digital Mailing System

Location of the tape roll
under the WOW® cover on
a DM500™ or DM550™
system with the optional
WOW® module.

DM500™ and DM550™ Series Digital Mailing System 
with the optional WOW® module

SV61436 Rev. D

9-3

9 • Maintaining and Updating
3. Drop the new tape in so that
it feeds from the bottom of
the roll to the right.
The protective backing on
the tape should be facing
down. Pull about 10 inches
of tape from the end of the
roll up toward the cover and
then loop it down into the
slot.

CAUTION: Do not load a tape strip that has any pink or
black stripes showing. This will cause the last piece of
tape to jam in the machine which and you will need to
place a service call.

4. From the “Out of Tape” or “Load Tape” screen, select Load Tape. Feed
the tape into the slot while the tape motor is running. The machine
automactically cuts off the excess tape.
5. Close the feed cover.

Tape has run out

1. If the system actually runs out of tape, the “Out of Tape” screen
appears.
2. Open the cover and select Unload Tape from the “Out of Tape” screen.
3. Remove any remaining tape on the tape roll. Follow steps 2 - 4 in the
Tape still on roll procedure above.

E-Z Seal® 
Sealing 
Solution
Maintenance

Your mailing system displays a message telling you when your E-Z Seal®
Solution is running low. When you receive this message, your system can
still seal approximately 50 envelopes.
CAUTION: Pitney Bowes recommends using E-Z Seal® 
Solution because it helps keep your moistener tank clean and
improves sealing efficiency. To order E-Z Seal® Solution,
refer to Chapter 11, Supplies and Options in this guide.

1. Open the feed cover and lift
out the E-Z Seal® bottle.The
bottle is located to the left of
the tape roll.

9-4

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
2. Remove the cap from the 
bottle.
3. Add enough E-Z Seal® to bring
the level up to the bottom of the
fill cap.

CAUTION: Do not overfill the E-Z Seal® bottle.
CAUTION: Make sure you do not spill any solution in the
tape well. If the tape gets wet, it can warp and cause a
jam.

4. Replace and tighten the cap and replace the bottle. The nozzle should
be facing down and the flat side of the bottle facing the front of the system.
5. Close the feed cover.

Moistener 
Maintenance

This section describes how to clean and/or replace the part of your mailing
system that moistens the flap on the envelope. This part of the mailing system is the moistener brush assembly and consists of the moistener brush,
moistener wick and moistener tank.
If the seal quality does not improve after cleaning, you can replace the wick
or moistener brush as needed. To order replacements, refer to Chapter 11,
Supplies and Options in this guide. Only a Pitney Bowes representative can
install a new moistener tank.
CAUTION: Never remove the E-Z Seal® bottle and the
moistener tank at the same time. This can result in E-Z Seal®
leaking into the mailing machine.

SV61436 Rev. D

9-5

9 • Maintaining and Updating
Cleaning or
Replacing the
Moistener Brush

1. Lift the feed cover.
2. Push down on the moistener brush button.
3. Grasp the moistener brush assembly and pull it straight out towards
you.

Moistener brush button

Moistener brush assembly

4. Clean the moistening brush by running the brush under warm water.
5. If you need to clean or replace the wick, go to Cleaning or Replacing
the Wick procedure below. Otherwise go to step 6.
6. Replace the existing clean moistener brush assembly, or install a new
one by pushing the assembly back on its track until it snaps into position.
7. Check to make sure that the flap blade of the moistener brush assembly is under (and not over) the stripper finger as shown here.

Stripper Finger

Feed Deck

Flap Blade

Moistener Brush Assembly

8. Verify that the moistener brush assembly is perfectly level with the feed
deck.

9-6

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

Cleaning or
Replacing the
Wick

1. Open the feed cover and lift the E-Z Seal® bottle out of its holder.
2. Remove the Moistener Brush Assembly as described above in Cleaning or Replacing the Moistener Brush procedure.
3. Place your finger in the
moistener tank round guide
and pull straight out
towards you.

Moistener tank round guide

4. Gently lift the moistener
tank up and out.

Moistener tank

CAUTION: The tank may be full of E-Z Seal® liquid

SV61436 Rev. D

9-7

9 • Maintaining and Updating
5. Remove the wick, using
the metal shield to gently
pry it out of the moistener
tank.

Metal shield

6. Drain the moistener tank
over the front of the
machine into a receptacle
as shown here.

7. To clean the moistener tank, remove the E-Z Seal® Sealing Solution
supply tube and wipe out the tank with E-Z Seal® solution.
Clean the wick by holding it under running water.
8. Push the supply tube back onto the moistener tank nozzle. Push the
tube back on as far as it will go to prevent leaking.

9-8

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
9. After cleaning the wick
and tank, place the
shield on the wick, making sure that there is no
gap between the shield
and the surface of the
wick.

10. Place the shield and
wick assembly in the
moistener tank and push
down on the shield to
push the assembly into
the tank.

11. Replace the moistener
tank and gently slide it
back into the machine,
taking care not to crimp
the supply tubing. To
measure the solution,
position a ruler as
shown in the picture on
the right.

SV61436 Rev. D

9-9

9 • Maintaining and Updating
12. Replace the E-Z Seal®
Sealing Solution bottle.
Gently tap the top of the
solution bottle.Wait for
about 5 minutes and
then check to make sure
the moistener tank is
filled with the correct
amount of E-Z Seal®
solution. Measure the
amount of solution as
shown in the diagram on
the right. 
The solution level
should be:

14-18mm(0.55-0.71 in.)

If after another 5 minutes the level is still not
correct, go to step 13.
Otherwise go to step 14.

Solution level

13. Remove the moistener
tank and hold it as high as
you can above the machine
as shown in the picture on
the right.
Hold it in this position for
approximately 20 seconds.
a. Replace the moistener
tank again and gently
slide it back into the
machine, taking care
not to crimp the supply
tubing. Do not push the
tank all the way back
into the machine yet.
b. Wait about 5 minutes and then check the level of E-Z Seal® Sealing
solution again as described in step 12.

9 - 10

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
c. If the tank is still not
filled to the correct
level, remove the moistener tank and drain it
over the front of the
machine, then replace
the tank and check the
level again after 5 minutes.
14. Once you verify that the
moistener tank is filled to
the correct level with E-Z
Seal® Solution, gently push
the tank all the way back to
its original position.
Replace the moistener brush assembly
by pushing it back on
its track until it snaps
into position.
Check to make sure
that the flap blade of
the moistener brush
assembly is under
(and not over) the
stripper finger as
shown here.
15. Verify that the moistener brush assembly
is perfectly level with
the feed deck.
16. Close the feed cover.
17.

Printer
Maintenance

Stripper
finger

Flap
Blade

Feed
deck

Moistener Brush
Assembly

The printer components, consisting of the printer nozzle, ink cartridge and
printhead, require minimum maintenance to ensure clean, clear meter
imprints on your mail.
If the print quality deteriorates and you cannot improve it with the procedures in this chapter, contact the Pitney Bowes Help Desk. Refer to the 
Pitney Bowes Contact Information List at the front of this guide for the
phone number.

SV61436 Rev. D

9 - 11

9 • Maintaining and Updating
Printing a Test
Pattern

You can print a test pattern to check the quality of the meter imprint without
spending any of your postage funds.
To print a test pattern:
1.
2.
3.
4.

From the IntelliLink® Control Center, press the Menu key.
Select Maintenance.
Select Print Test Pattern.
The “Print Test Pattern” screen appears and prompts you to “Press
Tape or print an envelope”.
5. Load an envelope on the feed deck and press Start, or press Tape to
print on a tape.
6. Once the test pattern prints, the system asks you if the test pattern
printed correctly.
If the test pattern looks like the sample shown here, press the Yes,
Lines are unbroken screen key. Go to step 10.

If the test pattern has missing or incomplete lines as shown here, press
No, clean the print nozzle screen key. Go to step 7.

7. The “Cleaning Print Nozzle” screen displays until the cleaning operation
completes.
8. Once the cleaning operation completes, the “Print Test Pattern” screen
appears again.
9. Repeat steps 5 and 6 again. If the print pattern still has broken or missing lines, you may need to replace the ink cartridge (see Replacing the
Ink Cartridge) or printhead (see Changing the Printhead).
If the test pattern is ok, go to step 10.
10. Press the left arrow key to return to the postage screen.

Cleaning the
Printer Nozzle

9 - 12

You can clean the printer nozzle at any time by following these steps:
1. From the IntelliLink® Control Center, press the Menu key.
2. Select Maintenance.
3. Select Clean Printer Nozzle. The “Cleaning Print Nozzle” screen displays until the cleaning operation completes.
4. Once the cleaning operation completes, the “Print Test Pattern” screen
appears.
5. Print a test pattern as described above in Printing a Test Pattern to verify that you can print a clean and clear meter stamp.
6. Repeat this operation at least one more time.

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

Replacing the
Ink Cartridge

“Low Ink - Order Ink” appears on the IntelliLink® Control Center main
screen when there is only enough ink for approximately 10 days of mailing.
You can choose to ignore this warning - refer to the Configuring Low Ink
Warning section in Chapter 5 in this guide.
Your actual ink usage will vary depending on whether you routinely print
advertisements or inscriptions and how may pieces of mail you print per
day.
“Low Ink” displays approximately two days before the ink runs out. You can
print about another 300 meter stamps or leave the mailing system running
for six days without printing. If you do not have a replacement cartridge,
order one now. Refer to Supplies and Options, Chapter 11 in this guide.
“Out of Ink” displays when there is no more ink left in the cartridge and your
mailing system stops printing. In order to resume printing you must change
the ink cartridge.

WARNING! Use Pitney Bowes ink cartridges to ensure bet
printer performance. Other ink cartridges may cause: poor
print quality, rejected/returned mail and uncovered service
expense.
WARNING! The ink in the cartridge may be harmful if swallowed. Keep new and used cartridges out of reach of children. Discard empty cartridges immediately.
WARNING! Do not remove the ink cartridge if the printhead
is not installed. If the ink cartridge and printhead are removed
at the same time, ink from the print supply line will flow down
the tube and squirt from the needle in the ink cartridge holder
out into the printer and system interior.
WARNING! Make sure there is enough room to fully lift the
main cover without bumping the IntelliLink® Control Center.

To replace the ink cartridge:
1. Lift up the main cover and
locate the ink cartridge
lid.

Ink cartridge lid

SV61436 Rev. D

9 - 13

9 • Maintaining and Updating
2. Push the tab on the front
of the cartridge lid. Lift
the lid up and push
toward the back of the
machine.

3. Remove the old ink cartridge by lifting it straight
up.

4. Insert the new cartridge
with the grooved side
facing you.
5. Close the ink cartridge lid
and push down until it
locks into place.
6. Close the main cover.
7. Print a test pattern to verify that you have installed
the ink cartridge correctly (see Printing a Test
Pattern in this chapter).

9 - 14

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

Changing the
Printhead

If you have cleaned the printer nozzle and changed the print cartridge and
the meter stamp is still not satisfactory, replace the printhead.

CAUTION: Do NOT attempt to clean the printhead.

Instructions for replacing the printhead are included with each replacement
and are repeated here for your convenience.
1. Press the Menu key.
2. Select Maintenance.
3. Select Replace Printhead. The “Printhead Warning - Continue?”
screen appears. Read this screen carefully since once you agree to
continue, you cannot cancel the process.
4. Once you verify that you have a replacement printhead, select Yes,
continue from the screen. The “Replace Printhead” screen appears.
5. Open the main cover and
locate the printhead tab.

Printhead tab

6. Push the printhead tab to
the left as shown here.

SV61436 Rev. D

9 - 15

9 • Maintaining and Updating
7. While continuing to press
the printhead tab to the
left, pull the assembly forward as shown here. This
exposes the printhead
cover.

Printhead cover

8. Grasp the printhead
cover and pull as shown
here.

9. Locate the stand-off on
top of the printhead
shown here.

Printhead stand-off

9 - 16

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
10. Grasp the printhead
stand-off and lift the printhead up and out.
11. Discard the old printhead.

12. Locate the new printhead. Remove the
orange packing tab from
the new printhead as
shown here.
13. Install the new printhead
in the printhead slot.

14. Close the printhead cover and push the prinhead tab back into place.
15. Close the main cover; the “Initializing Printhead” screen appears
16. Once the initializing is complete, the “Print Test Pattern” screen opens
and prompts you to “Press Tape or print an envelope”.
You must perform the print test at this time. Follow the prompts, or refer
to Printing a Test Pattern in this chapter for more information.
17. Proceed to Changing the Wiper Blade Assembly section.

SV61436 Rev. D

9 - 17

9 • Maintaining and Updating

Changing the
Wiper Blade
Assembly

When you change the printhead, you must also replace the wiper blade
assembly.
Instructions for replacing the wiper blade assembly are included with each
replacement and are repeated here for your convenience.
1. From the IntelliLink® Control Center, press the Menu key.
2. Select Maintenance.
3. Select Replace Wiper Blade Assembly.
The “Preparing Wiper Blade” screen appears. During this time, the system moves the printhead assembly back so that you can access the
wiper blade assembly.
4. The “Replace Wiper Blade Assembly” screen appears instructing you to
remove the wiper blade assembly from the package.
5. Lift the main cover and
locate the wiper blade
assembly.
6. Push the wiper blade tab
toward the back of the
machine. This causes the
wiper blade to slide to the
left.
7. Lift the wiper blade up
and out of the assembly
and discard.
8. Place the new wiper blade
in the assembly with the
two white prongs facing to
the right. Slide it to the
right until it snaps into
place.

Wiper blade assembly

Wiper blade assembly

9. Close the main cover; the
“Initializing Wiper Blade” screen appears.
9. Once the initializing is complete, the “Print Test Pattern” screen appears
and prompts you to “Press Tape or print an envelope”.
10. You must perform the print test at this time. Follow the prompts, or refer
to Printing a Test Pattern in this chapter for more information.

9 - 18

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

Performing
Updates or 
Adding 
Features

Your IntelliLink® Control Center can remotely turn on features or download
graphic files to print on envelopes. To activate a new feature, feature
upgrade, or to download an envelope advertisement or inscription, you will
be instructed by a Pitney Bowes representative to connect to the IntelliLink® infrastructure.
NOTE: You must first purchase a new feature and graphic before downloading
it remotely.

Ensure your system is connected to a LAN or phone line as you do when
refilling postage.
To initiate this process, simply follow the steps to “Get Update Now.”
1.
2.
3.
4.

Press the Menu key.
Select Set Up, then scroll down and select Updates and Add-Ons.
Select Check for Updates. The Requesting Update... screen appears.
Once the system has connected with Pitney Bowes, the Software
Update Available screen appears. Select Get Update Now.
NOTE: You have 15 seconds to select this option. If you do not select the
option within 15 seconds, the system will proceed with download process.

When the download process is complete, the system will return to the
Main screen. Advertisements and incriptions are added to the memory
of your system, and will be listed on the display under Meter Stamp
Options. New features and feature upgrades will be resident in the software capabilities of your system, and can be selected from appropriate
menus.

SV61436 Rev. D

9 - 19

9 • Maintaining and Updating

9 - 20

SV61436 Rev. D

10 • Troubleshooting

How to Troubleshoot your Mailing System ......................................... 10-2
Ink Waste Full Tray Warning .............................................................. 10-2
Envelope Sealing Problems ............................................................... 10-3
Envelope Feeding Problems .............................................................. 10-4
Tape Feeding Problems ..................................................................... 10-8
Printing Problems............................................................................... 10-8
Postage Refill Problems ................................................................... 10-10
Display Problems ............................................................................. 10-10
Weighing Problems .......................................................................... 10-11

SV61436 Rev. D

10 • Troubleshooting

How to
Troubleshoot
your Mailing
System

This chapter contains a list of problems you may encounter while using
your DM Series™ System.

Ink Waste Full
Tray Warning

The Ink Waste Tray Full Warning appears when you power up or exit sleep
mode on the mailing system. It indicates that the ink waste tray is
approaching maximum capacity. Contact your customer service representative to schedule replacement of the ink waste tray.

Review the problems and if you are unable to find a solution, call the Help
Desk or you can schedule a request for service at our web site. Refer to the
Pitney Bowes Contact Information List at the front of this guide for the
phone number of the Help Desk and the web site addresses.

WARNING! Failure to replace full inkwaste tray will result in ink
leakage, causing system damage.

INK WASTE TRAY FULL WARNING
Ink Waste Tray is near full. Ink leakage may occur.
Please contact service.

 OK
Error: Waste Tray Full-Call Srvc

Select OK to return to the main screen. While you can continue to process
mail, the “Waste Tray Wrng-Call Servc” message will appear in the main
status area of the main screen until the ink waste tray is replaced. The ink
waste tray must replaced to prevent system damage.
The Ink Waste Tray Full Alert indicates that the ink waste tray has reached
maximum capacity and must be replaced. If the Ink Wast Tray Full Alert
appears, and you have not already done so, contact your customer service
representative to schedule replacement of the ink waste tray.

INK WASTE TRAY FULL ALERT
CONTACT SERVICE IMMEDIATELY.
Failure to replace full ink
waste tray will result in ink leakage,
causing system damage.
 OK
Error: Waste Tray Full-Call Srvc

10-2

SV61436 Rev. D

DM500™ and DM550™Series Digital Mailing System Operating Guide

Envelope Sealing Problems
Description

Possible Causes

Solution

Envelope(s) not sealing or not sealing
properly

No E-Z Seal® Sealing Solution in
the bottle, or bottle is placed incorrectly.

Remove the E-Z Seal® solution bottle and refill
or reposition the bottle.
Refer to the E-Z Seal® Maintenance section in
Chapter 9 of this guide.

Moistener brush is dirty or worn.

Replace or clean the moistener brush. Refer to
the Cleaning or Replacing the Moistener Brush
section in Chapter 9 of this guide.

Envelopes are not positioned on
the feed deck correctly, or side
guide is out too far.

Place envelopes with the flap down on the feed
deck against the rear wall.
Make sure the envelopes are pushed far
enough so that they cover the feed sensor on
the rear wall. Push the side guide close to the
envelope or stack of envelopes but not to the
point where it is touching the envelopes. Leave
about 1/16" clearance (the thickness of a
dime).

Feed Sensor

Side Guide

Envelope(s) not sealing or not sealing
properly

Envelope flap dimensions are not
within the acceptable range.

Use envelopes with flap depths between 1"
and 3" (25.4 mm and 76.2 mm).

Flap Depth

SV61436 Rev. D

10-3

10 • Troubleshooting

Envelope Feeding Problems
Description

Possible Causes

Solution

More than one envelope is feeding

Too many envelopes are on the
feed deck; envelopes are not
stacked properly on the feed deck.

Remove some of the envelope and test with a
smaller stack.
Slant the envelopes slightly to the left (shingled).

Envelopes shingled to the left

Feeder adjustment setting is
incorrect.
OR
Envelopes are too thick or thin for
the feeder adjustment setting.

Adjust the thickness adjustment knob to correspond to the envelope thickness. For thicker
pieces of mail (3/8” to 5/8”), or mail containing
several inserts, use the thick mail setting. For
mail containing only single inserts, or for postcards, use the normal mail setting.
Thick mail setting

Normal mail setting

10-4

SV61436 Rev. D

DM500™ and DM550™Series Digital Mailing System Operating Guide

Envelope Feeding Problems
Description

Possible Causes

Solution

Envelope(s) getting
jammed

Trying to feed presealed envelopes with the seal mode set to
Sealer On.

Press the Seal key from the control center and
select Sealer off.

You are using envelopes that
have dimensions that are outside
the acceptable range.

Refer to the Specifications section in this guide
for the acceptable envelope dimensions.
To clear a jam in the feed deck:
1. Lift the feeder cover.
2. Pull up on the top release jam lever.
3. Lift up the lower release lever.
4. Release the envelope as shown in the figure below.
Top Release
Jam Lever

Lower
Release Lever

5. Depending on how badly the envelope is
damaged, you may need to replace it.
6. Make sure the feed deck is clear and the
jam release levers are down.
7. To continue processing mail, close the
cover and select Start to continue from
the display.

SV61436 Rev. D

10-5

10 • Troubleshooting

Envelope Feeding Problems
Description

Possible Causes

Solution

Envelope(s) getting
jammed (continued)

You are using envelopes that
have dimensions that are outside
the acceptable range. (continued)

To clear a jam in the WOW® deck:
1. Lift the WOW® cover.
2. Pull the WOW® transport jam release lever
to the left.
3. Remove the envelope.
4. Depending on how badly the envelope is
damaged, you may need to replace it.
5. Make sure the WOW® deck is clear and
the jam release lever is down.
6. To continue processing mail, close the
cover and select Start to continue from
the display.

WOW® transport jam release lever

10-6

SV61436 Rev. D

DM500™ and DM550™Series Digital Mailing System Operating Guide

Envelope Feeding Problems
Description

Possible Causes

Solution

Envelope(s) getting
jammed (continued)

You are using envelopes that
have dimensions that are outside
the acceptable range. (continued)

To clear a jam from the transport deck:
1. Pull out on the transport release knob.
2. Remove the envelope.
3. If the jam occurred before the system
applied postage to the envelope, the system will now print the postage on a tape.
4. Apply the postage tape to the envelope.
5. Push the transport deck back up until it
snaps into position.
6. Make sure the transport deck is level with
the feed deck.
7. Run a test pattern to make sure the printhead isn’t damaged. Refer to the Printing a
Test Pattern section in Chapter 9 in this
guide.
Transport Deck

Transport Release Knob

SV61436 Rev. D

10-7

10 • Troubleshooting

Tape Feeding Problems
Description

Possible Causes

Solution

Tape jamming in the
feeder

Adhesive is left on the leading
edge of the new tap roll, or the
leading edge of the tape is rolled
or folded under the tape roller.

1. Lift the feed cover.
2. Select Unload Tape from the screen. The
system backs the tape out of the tape slot.
NOTE: If the system fails to back the tape
out of the slot, gently pull the tape out of the
slot.
3. Cut off the portion of the tape that is rolled
over or crimped. Make sure the leading
edge of the tape is completely covered with
the protective backing and that you have a
clean straight cut.
4. Put the tape back in so that it feeds from
the bottom of the roll to the right. 
NOTE: The protective backing on the tape
should be facing down.
5. Pull about 12 inches of tape from the end of
the roll up toward the cover and then loop it
down into the slot. Feed the tape back into
the tape slot.
6. From the "Out of Tape" screen, select
Press Tape to feed tape to feed the tape
through the machine. The machine automatically cuts off the excess tape.
7. Close the feed cover.
8. If this problem persists, call the Help Desk.
Refer to the Pitney Bowes Contact Information List in this guide.

Printing Problems
Description

Possible Causes

Solution

No postage is printing

The Postage Mode is set to Seal
Only.

From the IntelliLink® Control Center, press the
Mode key and select the appropriate postage
mode option displayed on the screen.
Refer to the Selecting the Postage Mode section in Chapter 4 in this guide.

Postal Inspection is required. Your
mailing system performs an automatic postal inspection every time
you do a refill. If you have not
done a refill in the last 120 days,
you will not be able to print postage.

Add postage. If you do not need to add postage
at this time, simply log onto the Pitney Bowes
Data Center and check for updates. The system will automatically perform a meter inspection.

Your postal rate or special service
requires a ZIP Code or Zone.

Enter the ZIP Code or Zone. Refer to the Entering ZIP Codes and Zones section in Chapter 4
in this guide.

10-8

SV61436 Rev. D

DM500™ and DM550™Series Digital Mailing System Operating Guide

Printing Problems
Description

Possible Causes

Solution

Meter imprint is out
of alignment

Envelope is skewing on the feed
deck.

Adjust the thickness adjustment knob to correspond to the envelope thickness. For thicker
pieces of mail (3/8” to 5/8”), or mail containing
several inserts, use the thick mail setting. For
mail containing only single inserts, or for postcards, use the normal mail setting.
Thick mail setting

Normal mail setting

Position the side guide close to but not touching
the envelope.
Meter imprint is
streaked or
incomplete; poor
print quality:

SV61436 Rev. D

The printer nozzle requires maintenance.

Clean the printer nozzle and run a test print as
described in the Cleaning the Printer Nozzle
ection in Chapter 9 in this guide.

You need to change the printhead
and wiper blade assembly.

If you have already cleaned the printer nozzle
and this fails to correct the problem, you need
to change the printhead and wiper blade
assembly.
Refer to the Changing the Printhead and
Changing the Wiper Blade Assembly sections
in Chapter 9 in this guide.
If this fails to correct the problem, call the Help
desk. Refer to the Pitney Bowes Contact Information List in this guide.

10-9

10 • Troubleshooting

Postage Refill Problems
Description

Possible Causes

Solution

Refill operation fails
when IntelliLink®
Control Center is on
or off the mailing
system

Phone line is not connected to an
analog line or is loose.

Reconnect the phone line to the back of the
IntelliLink® Control Center.

Phone cord is damaged.

Check phone cord for damage (cuts or crimps)
and replace if necessary.

Problem with the phone line.

Test the main phone outlet and repair if necessary.

You are using the wrong Postage
By Phone® Meter Payment System telephone number.

Contact the Help Desk for correct number.
Refer to the Pitney Bowes Contact Information
List in this guide for the phone number of the
Help Desk.
The Help Desk may also provide you with a
local number to use for Postage By Phone®
System.
To change the Postage By Phone® System
number, refer to Phone/Network Set Up: PB
Phone # section in Chapter 5 of this guide.

Refill amount exceeds the funds
in your account.

Check your account balance. Refer to the section Checking Your Postage By Phone® Meter
Payment System Account in Chapter 6 of this
guide.

Display Problems
Description

Possible Causes

Solution

Display is blank after
moving the 
IntelliLink® Control
Center.

There is no power to the 
IntelliLink® Control Center.

1. Make sure the AC adapter is plugged into
the back of the control center.
2. Test the outlet to make sure it has power.
3. If the problem persists, call the Help Desk.
Refer to the Pitney Bowes Contact Information List in this guide.

Unable to access
display, or keyboard
does not respond.

This may be a system error.

Call the Help Desk. Refer to the Pitney Bowes
Contact Information List in this guide for the
phone number.

Difficult to read the
display

You need to adjust the display
contrast.

Adjust the display contrast; refer to Adjusting
the Display Contrast and Volume Control section in Chapter 5 in this guide.
If the problem persists, call the Help Desk.
Refer to the Pitney Bowes Contact Information
List in this guide.

10-10

SV61436 Rev. D

DM500™ and DM550™Series Digital Mailing System Operating Guide

Weighing Problems
Description

Possible Causes

Solution

Weight on internal
scale is erratic

Possible interference.

Remove everything from the scale and turn off
the power. Rezero the scale. To rezero the
scale, press the Menu key, then select Zero
Scale.
Make sure when you place mail on the scale
you center it and check to make sure that it is
not touching another surface.

Weights on external
scale are erratic or
the scale does not
return to zero

For MP Series External Weighing
Platform scales: The scale top
cover my not be seated properly
on the scale

1. Remove the top cover and make sure the 4
plastic grommets in the scale are seated
properly. The 4 plastic posts on the top
cover fit into these grommets.
2. If a grommet, or any part of a grommet, is
pushed below the surface of the metal on
the scale, reseat it until it appears as shown
here:

Grommet seated
properly

Grommet pushed
below surface

3. Check to make sure the bubble is centered
in the circle as shown on the next page. If
not, and you have a flatblade screwdriver,
center the bubble by adjusting the legs,
otherwise go to step 4.

Center the bubble

SV61436 Rev. D

10-11

10 • Troubleshooting

Weighing Problems
Description

Possible Causes

Solution

Weights on external
scale are erratic or
the scale does not
return to zero (continued)

For MP Series External Weighing
Platform scales: The scale top
cover my not be seated properly
on the scale (continued)

4. If you do not have a flathead screw driver,
lift the corner and adjust the leg(s) until the
bubble is centered in the circle.

5. Replace the top cover and test the scale.
To test the scale:
1. Place a piece of mail of known weight and
correct postage on the scale.
2. Press the Mode key.
3. Select Attached Scale. "Attached Scale
Mode" appears in the display
4. Press the Class key and enter a class.
5. Press the Enter key.
6. Check to see that the correct postage
amount appears on the screen.
Mail may be touching another
surface or object.

10-12

Make sure you center the mail on the scale and
check to be sure it is not touching any other
surface or object.

SV61436 Rev. D

11 • Supplies and Options

Contents
Ordering Supplies............................................................................... 11-2
Ordering a Pitney Bowes Supply Catalog .......................................... 11-2
Moistener Kits..................................................................................... 11-2
Printhead and Wiper Blade Replacments........................................... 11-2
USPS® Confirmation Services Labels ............................................... 11-2

SV61436 Rev. D

11 • Supplies and Options

Ordering 
Supplies

You can order supplies through the Pitney Bowes Supply Line™, or you
can order from the Pitney Bowes web site. Refer to the Pitney Bowes 
Contact Information List at the front of this guide for the Pitney Bowes 
Supply Line™ phone number and the web site addresses. The Pitney
Bowes web site features a wide assortment of genuine Pitney Bowes supplies at attractive prices. You can take advantage of special quantity pricing
and online discounts.

Ordering a 
Pitney Bowes
Supply Catalog

You can order a Pitney Bowes Supply Line™ Catalog. Refer to the Pitney
Bowes Contact Information List at the front of this guide for the Pitney
Bowes Supply Line™ phone number.

Comsumables You Can Order
Ink Cartridges
Shelf life/installed life is 1.5 years.
Red Ink Cartridges

621-1

WARNING! Use Pitney Bowes ink cartridges to ensure bet
printer performance. Other ink cartridges may cause: poor
print quality, rejected/returned mail and uncovered service
expense.

Tape
4” Pressure - Box of 3 rolls
5” Pressure - Box of 3 rolls

610-7
627-8

E-Z Seal® Sealing Solution
16 ounce bottles - 4

Moistener Kits

601-0

Moistener Kit: 771-0
Moistener kit includes complete stripper blade assembly with brush in
holder, wick and protective grate.

Printhead and
Wiper Blade 
Replacments

Printhead & Wiper Blade Replacement Kit: 771-1
(includes 1 printhead and 2 wiper blades)

USPS® 
Confirmation
Services Labels

Delivery Confirmation Labels:

639-6

Signature Confirmation Labels:

639-9

E-Certified Labels

639-5

USPS Confirmation Services Request Book:

640-7

11 - 2

Wiper Blade Replacement, 1 per box: 771-2

SV61436 Rev. D

12 • Specifications

Contents
Dimensions and Weight.................................................. 12-2
Electrical and Operating Conditions ............................... 12-2
Capacities and Features................................................. 12-3
Accounting Features ...................................................... 12-4
Mailing Materials ............................................................ 12-4

SV61436 Rev. D

12 • Specifications

Specifications
Dimensions and Weight
Dimensions and Weigh:

DM500™

Size (in) w/o Stacker

DM550™
35L x 15H x 19W

Size (mm) w/o Stacker

889L x 381H x 483W

Weight (lbs)

64

66

Weight (kgs)

29

30

Size (in) with Optional WOW®

20L x 9.75H x 19.5W

Weight (lbs) with Optional WOW®

33.5

Weight (kgs) with Optional WOW®

15.2

Electrical and Operating Conditions
Electrical:
Electrical Power Requirements
VAC +/- 1 Hz
Power Consumption:

DM500™

DM550™
120-240
145W

Operating Conditions:
Temperature Range F (C)
Relative Humidity

12 - 2

Min 40 (04), Max 100 (43)
Min 8%, Max 95%

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

Capacities and Features
DM500™
Feeder Type
Feeder Deck Capacity

Automatic with deskew
4 inches (102 mm) for a stack of mail

Side Guide
Storage Fluid in Storage Tank

DM550™

Yes
Enough to seal approximately 3000 pieces of mail

Throughput Speed 
#10 Envelopes/min(1)

Up to 135

Up to 160

Throughput Speed #10 Envelopes/
min in WOW® mode (with Optional
WOW® module(1))

Up to 40

Up to 50

Throughput Speed Tape/min for
longest meter stamp
Sealing Method
EZ Seal® Fluid Sensing
Stacker Type
Ink Capacity

Internal Modem
Telephone Cord for Analog Line
Optional Integrated Scale

14
Sealing with flap closed.
Warning method for low fluid level of E-Z Seal®.
Drop Stacker
Up to 9,300 impressions without an advertisement.
Up to 4500 impressions with an advertisement.
NOTE: These quantities require a minimum of 80 impressions 
per day.
56 Kbytes/sec
26 AWG or smaller
Platform (5 or 10 lbs. capacity)

Advertisements

Up to 10 custom advertisements plus preloaded advertisements (see
Chapter 4, Meter Stamp Options section in this guide for a list of the
preloaded advertisements).

Inscriptions

Up to 20 custom inscriptions plus preloaded inscriptions (see Chapter
4, Meter Stamp Options section in this guide for a list of the preloaded
inscriptions).

Permit Mail Image

Maximum number of images is 3. Maximum identifying image name
ength is 15 characters. (An option you may be able to purchase. Not
available on all systems.)

(1) The actual throughput of your mailing system will vary depending on the material processed, the skill of
the operator, and whether you are running in reduced speed mode. Refer to Chapter 4, Running Mail for
information on running in reduced speed mode.

SV61436 Rev. D

12 - 3

12 • Specifications
Accounting Features
Standard Accounting

100 standard, or optional

Optional Budget Manager

Up to 3000 accounts
Up to 50 operators
1-32 custom carriers
1-50 custom class/fee
1-15 custom reports
10,000 to 15,000 tranactions

Mailing Materials
Envelope Dimensions (refer to the envelope measurement figure on next page)
Minimum

3 in. x 5 in. (76.2 mm x 127 mm) postcard size.

Maximum

10 in. x 13 in. (254 mm x 330 mm) in landscape orientation.
C5 envelopes can be processed when in portrait orientation.

Envelope Flap Depth (refer to the envelope measurement figure)
Minimum

1 in. (25.4 mm)

Maximum

3 in. (76.2 mm)

Envelope Thickness
Minimum

0.007 in. (0.2 mm)

Maximum

5/8 in. (15.9 mm)

Acceptable Envelope Materials Include:
•
•
•
•

Standard envelope paper
Self-mailers
Tri-fold mail
Pre-sealed envelopes

Envelope Flap Profiles:
•
•
•

Commercial (square and baronial)
Executive
Monarch

Weight of the Mail Piece

•
•

Tape Roll Width

12 - 4

5 or 10 lbs. maximum for each piece (depending on capacity
of optional scale).
1 lb. (16 oz). for systems with optional WOW® module.

Either 4 in. (102 mm) or 5 inches (127 mm)

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide

13 in. (330 mm)

3 in. (76.2mm)

Maximum
10 in. 
(254 mm)

1 in. (25.4 mm)
3.0 in. 
(76 mm)

SV61436 Rev. D

Minimum

12 - 5

12 • Specifications
This page intentionally left blank.

12 - 6

SV61436 Rev. D

A • Glossary

Glossary

SV61436 Rev. D

A • Glossary
Accounting

A feature of the mailing system that allows you to charge postage to individual accounts.

AccuTrac™ Mail
Accounting System

A Pitney Bowes mail accounting system software application that allows
you to record postage transactions to track costs so you can charge these
costs to accounts or customers.

Advertisement

Advertisements contain messages and graphics you can print next to the
meter stamp.

Alpha Keyboard

The part of the keyboard used to enter accounts and other set up information.

Alphanumeric Text

Text consisting of alphabetic and numerical symbols that can include punctuation marks and other conventional symbols.

Arrow keys

The keys you can use to move to new menus, scroll through menus, and
select options.

Art Card Slot

This slot is on the right side of the IntelliLink® Control Center on the mailing
machine and accepts the plug-in art card . The art card contains ads,
inscriptions, and permits.

Barcode

A series of vertical bars and spaces that represent a correct ZIP code for
the delivery address on a piece of mail.

Budget Manager

This is an optional enhanced accounting package you can acquire for your
DM Series™ Digital Mailing System. It allows you to create and more
accounts with higher levels of detail.

Business Manager

Business Manager is an enterprise accounting system that allows you to
capture and manage postal transactions from the several different Pitney
Bowes meters, mailing machines, and mailing systems. You can manage
all systems from a single host PC that is running the Business Manager
application.

Calibrate

The action performed which sets the scale at zero in order to assure accuracy.

Carrier

The service that delivers your mail such as the USPS or Federal Express.

Certified Mail

Certified Mail is a service offered by the United States Postal Service® for a
fee in addition to postage. Sending Certified Mail provides a delivery record
that the Postal Service maintains for a period of two years. For additional
Certified Mail options, see Return Receipts or Restricted Delivery in this
glossary.

Certified Mail Rates

Please refer to the USPS web site at www.usps.com for rates.

Class Key

Enables you to select the correct class for your mailing (e.g. First Class,
Priority, Express Flat Rate).

Clear Key

Press to clear an entry or if no data has been entered press to take you to
the previous screen.

Communications Port

Place to connect an optional Pitney Bowes scale, printer, or a PC.

Control Center

The IntelliLink® Control Center is the module mounted on top of the mailing
machine that contains the graphic display, function keys, alpha, and
numeric keys and the Postal Security Device (PSD).

Data Exchange

Importing account information to a program on your PC.

A-2

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
Delivery Confirmation

Delivery Confirmation is a service offered by the United States Postal Service® that allows you to verify the date and time of delivery of your mail or,
if the delivery was unsuccessful, the date and time of the delivery attempt.
The service is currently available for Priority Mail and Package Services,
which includes Parcel Select, Parcel Post, Bound Printed Matter, Special
Standard Mail and Library Mail.
You may combine Delivery Confirmation with other services such as COD,
insured mail, registered mail, parcel airlift (PAL) or special handling.
There is no charge for Delivery Confirmation when you ship by Priority Mail
and provide an electronic file to the Postal Service. There is a per piece
charge when you ship Package Services using the electronic option. To get
the latest fees, go to www.usps.com and search for "Delivery Confirmation".

Differential Weighing

The weighing mode that allows you to put all of the mail on the scale, then
remove each piece one at time. As you remove each piece, the system calculates the weight and prints postage (either on envelopes or tapes). This
saves time by eliminating the need to place each piece individually on the
scale.

Error Message

An indication that notifies the operator of a disabling event (i.e, out of ink).

External Device Port

A plug on the machine that allows you to connect an optional external
device, such as a scale or a PC.

E-Z Seal® Sealing
Solution

The envelope moistening solution you can order from the Pitney Bowes
Supply Line™.

Feed Deck

The area of the mailing machine where you feed the envelopes.

FIM (Facing Identification Mark)

A series of five or six vertical bars used by automated postal equipment to
identify, orient, and separate reply mail.

Funds

The amount of money in your Postage meter (Postal Security Device PSD).

Funds Key

Press to get information about funds used in a job, add funds to your meter,
enter new refill amounts or get Postage By Phone® Meter Payment System
balance.

High Value Warning

A warning that you have entered a postage value above the value that you
have entered into the system as your maximum allowable amount. This
feature prevents you from accidentally printing more postage than you
need.

Indicia

See Meter Imprint.

Ink Cartridge

Cartridge containing the ink used to produce the meter stamp.

Inscription

An optional message, such as “First Class” or “Non-Profit,” that prints vertically to the immediate left of the postage imprint.

Inspection

A meter check required by the USPS.

Insufficient Funds

A warning message that alerts you when you attempt to use more postage
than is currently in your Postage Meter (Postal Security Device - PSD).

IntelliLink® Control
Center

See Control Center.

Jam Release Lever

Relieves the tension along the feeder path.

SV61436 Rev. D

A-3

A • Glossary
Lock Code

A code that locks the mailing system with a four digit password preventing
unauthorized use of your meter.

Low Funds Warning

You may set your machine to warn you when your funds go below a specified amount.

Menu Key

Press to view the main settings and options available.

Meter

See Postal Security Device.

Meter Imprint (or
Meter Stamp)

Postage stamp printed directly on a piece of mail or tape using a meter
device in place of traditional glue or adhesive affixed stamps. This type of
postage requires a special form of indicia called an “information based indicia” (IBI). The US Postal Service’s IBI Program (IBIP) is the program that
makes printing of postage by a meter device possible.

Mixed Mail

Mail consisting of varying lengths and widths.

Mode Key

Press to choose from a variety of mail processing modes.

Modem

That part of the mailing system that dials the Pitney Bowes Postage By
Phone® Meter Payment System center and transfers information over the
phone.

Numeric Keys

The part of the IntelliLink® Control Center that you use to enter amounts
and numbers.

Password

See Supervisor Password.

Permit

A permit is a special postal mark used instead of the usual meter stamp
imprint. You open a permit account at the Post Office. These permits provide you with special processing or discount rates.

Postage by Phone®
System

The Pitney Bowes system that allows you to purchase postage over the
phone line.

Postage Meter

See Postal Security Device.

Postal Security
Device (PSD)

The PSD contains the funds and performs all of the calculations necessary
to print meter stamps that comply with the latest USPS standards. The PSD
is contained in the DM Series™ Digital Mailing System IntelliLink® Control
Center.

Postage Tape

Tape on which reports or meter stamps are printed when a piece of mail is
too large or small, or too fragile to run through the mailing system.

Presets

A combination of mailing system settings you create and name so that you
can call them up as a named preset thereby eliminating the need to enter
each setting whenever you use this combination of settings.

Printer Nozzle

The mechanism in the print engine that sprays the ink onto the envelope or
tape.

Prompt

A displayed message requesting you to respond to a choice, condition, or
action.

Quick Refill

This refill repeats the same amounts of the previous refill.

Rate update

Changing of the postal rates by the USPS.

Reports Key

This key allows you to view a or select a report to print.

A-4

SV61436 Rev. D

DM500™ and DM550™ Series Digital Mailing System Operating Guide
Return Receipts

A return receipt for Certified Mail serves as a legal document proving the
date and time when the recipient took possession of the piece of mail. You
fill out a return receipt postcard and the Postal Service sends the green
return receipt postcard back to you, the sender.

Restricted Delivery

Restricted Delivery for Certified Mail requires your USPS carrier to deliver
only to the person you specified. This person must sign for the mail.

Screen Keys

The five keys directly to the left of the display screen that allow you to
select options from the menus displayed on the screen.

Seal Key

Press if you want to seal your envelopes without applying postage.

Shape Based Rating

Shape based rates are USPS® rates that are based on the weight and
dimensions (thickness, length, width) of the mail piece. All new DM
Series™ mailing systems have been updated to support this rating structure.

Shingle

A way to arrange pieces of mail in stepped positions for feeding, so that the
mail is accepted one at a time.

Side Guide

The moveable guide at the front of the feed deck used to stabilize the envelope position when feeding it.

Signature
Confirmation

A signature proof of delivery service which provides mailers with the signature and text name of the recipient, along with the date, time, and ZIP Code
that is provided with Delivery Confirmation. Actual signatures can be easily
obtained from the USPS via fax or mail. This service meets the needs of
mailers who require a signature for high-value shipments, legal requirements, or who are specifically concerned with avoiding fraud. For security
purposes, digital signatures are not publicly displayed on the web site.
Signature Confirmation may be combined with special services. To get the
latest fees, go to www.usps.com and search for "Signature Confirmation".

Sleep Timer

The mode that the mailing system automatically enters after a certain
period of inactivity.

Stacker

The holder at the end of the feeder path where mail is deposited. Two types
of stackers are available: tabletop drop-stacker and power-stacker.

Supervisor Password

Code that restricts access to certain mailing system operations.

Tape Exit

Location where the tape comes out of the right side of the mailing system.

Test Pattern

The pattern printed during a test to show the clarity of the meter imprint.

Thickness 
Adjustment Knob

Adjusts the tension to accommodate the thickness of the pieces of mail you
are feeding.

Tyvek®

A plastic material used for envelopes.

USPS

The Unites States Postal Service.

Weigh-On-The-Way®
(WOW®)

A mail weighing mode that weighs mixed mail as it passes along the feed
deck and applies the appropriate postage.

Wiper Blade

Part of the printing assembly that wipes excess ink off the printhead.

ZIP Code

A ZIP Code is a numeric code used by the USPS to identify general and
specific geographic areas in the United States.

SV61436 Rev. D

A-5

A • Glossary
ZIP+4 Code

A-6

A 9-digit numeric code incorporating the original 5-digit ZIP Code, a
hyphen, and 4 additional digits. The first 5 digits identify the delivery office.
The 4-digit add-on identifies specific delivery segments.

SV61436 Rev. D

Index
A
AC adapter
connector location 2-13, 6-5
Accessories
description 2-3
ordering 2-3, 11-2
Accounting
set up mode 7-2
turning off accounting 7-10
Accounts
accessing features 7-2
adding subaccounts to 7-4
changing name 7-4, 7-6
changing number 7-4
changing password 7-4
changing status 7-6
checking Postage By Phone balance 6-6
clearing account information 7-8
deselecting 4-16
enabling/disabling 7-7
selecting a period 7-6
selecting an account to print postage 4-16
by name 4-17
by speed code 4-17
selecting the accounting type 7-10
understanding the account structure 7-12
Accounts key
location 2-10
Adding funds to your postage meter 6-7
Advance Date
storing in a custom preset 4-20, 5-25
Advertisements
selecting 4-20
Alpha keyboard
description and location 2-11
Arrow keys
description and location 2-10
on the main screen 4-2, 5-2
Art card
description and location 2-5
Attached scale
when to use 4-5
Attached scale mode
when to use 4-4, 4-14
Auto Refill Amount 6-8
B
Barcode scanner
configuring 5-31
Barcodes
using for USPS Confirmation Services 4-23
Batch count
clearing or resetting 4-32
location on main screen 2-12
Budget Manager
SV62201 Rev. B

description 2-3
selecting 7-10
C
Catalog
ordering a Pitney Bowes Supply catalog 11-2
Class
selecting a Smart Class 4-19
selecting class, carrier, special services 4-18
Class key
description and location 2-10
Cleaning
exterior of the mailing machine 9-2
moistener brush 9-6
moistener wick 9-7
printer nozzle 9-12
Clear key
description and location 2-11
Communications
location of ports 2-7
options 2-3
Connectors
mailing machine base 2-7
on IntelliLink Control Center 2-13
Correcting postage 4-31
Correcting the postage date 4-32
Cover
feeder 2-6
printer 2-5, 2-6
WOW cover 2-5
Custom preset key
description and location 2-10
Custom presets key
how to define preset values 5-24, 5-26
D
Date
advancing the date 5-5
changing postage date 4-32
selecting date options 4-20
setting date options 5-5
Daylight saving
setting up 5-5
Dialing prefix 5-16
Differential weighing
how to use 4-12
when to use 4-5
Discount codes 5-11
Display
adjust the contrast 5-4
E
Electronic Return Receipt (ERR) 4-25
Off-line 4-30
using ERR with a Customer Reference Number 4-29
Enter key

Index
description and location 2-10
Envelopes
acceptable dimensions 12-4
Error report 8-10
E-Z Seal
ordering 11-2
E-Z Seal bottle
description 2-8
location 2-8
E-Z Seal®
adding more solution 9-4
checking the level in the moistener tank 9-10
F
Features
adding new features 9-19
Feed cover 2-5
WOW 2-5
Feed deck
optional WOW™ location 2-9
Funds
setting the high value warning 5-19
setting the low value warning 5-19
tranferring account funds 7-9
Funds key
adding postage 6-7
check Postage By Phone 6-6
checking available funds 6-6
clear batch number 4-32
description and location 2-10
Funds report 8-8
H
Help
Postage By Phone 6-2
Help key
description 2-10
High funds warning
description 5-19
setting up 5-19
I
Ink cartridge
location 2-9
ordering 11-2
replacing 9-13
Inscriptions
included with the system 4-21
selecting 4-21
Inspections
required by USPS 6-2
IntelliLink Control Center (ICC)
definition 2-2
keys 2-10
IntelliLink Control Panel (ICC)
location 2-5

J
Jam release levers
description and location 2-8, 2-9
Jams
clearing envelope in feed deck 10-5
clearing enve lope jams in the feed module
10-5, 10-6, 10-7
clearing jams in the WOW™ module 10-6
clearing tape jams 10-8
K
Keep track marker 2-12
Key in postage mode
how to use 3-3, 4-11
when to use 4-4
L
LAN Firewall Settings 5-18
Language
options 5-4
select 5-4
Loading a tape roll 9-2
Lock button
description and location 2-10
Low Funds Value 6-7, 6-8
Low funds warning
description 5-19
setting up 5-19
M
Mail
acceptable mailing materials 12-4
preparation 3-2
quick setup and start 3-2
selecting the postage mode 4-10
tips for feeding mail 4-8
Mailing materials 12-4
Mailing system
description of components 2-5
Maintenance
cleaning the exterior 9-2
cleaning the printer nozzle 9-12
moistener 9-5
cleaning or replacing the wick 9-7
cleaning/replacing the brush 9-6
moistener brush assembly 9-5
printing a test pattern 9-11
replacing the E-Z Seal 9-4
replacing the ink cartridge 9-13
replacing the printhead 9-15
replacing the tape 9-2
replacing the wiper blade assembly 9-18
Menu key
description and location 2-10
using to change elements on mail 4-20
Meter stamp
change the elements of 4-20
SV62201 Rev. B

Index
on the main screen 2-12
Meter, see Postage meter
Mode key
description and location 2-10
using to select postage mode 4-10
when running mail 3-3
Modem
setting up 5-16
Moistener brush assembly
cleaning/replacing the brush 9-6
cleaning/replacing the wick 9-7
Moistener kit
ordering 11-2
N
Navigating hints
running mail 4-2
setting up accounts 7-2
setting up the mailing system 5-2
Normal preset key
description and location 2-10
how to set up 5-22
Normal preset timeout 5-21
O
Off-line Electronic Return Receipt (ERR) 4-30
On/off switch
description and location 2-5
Ordering
E-Z Seal 11-2
Ordering supplies 11-2
ink cartridges 11-2
tape 11-2
P
Password
protecting mail operations 5-6
setting up supervisor 5-6
turning on/off for accounts 7-7
Passwords
changing account password 7-6
setting up for each account 7-4
Permit
defined 2-4
Pitney Bowes Supply Line™ 2-3
Platform scale (optional) 2-5
Postage By Phone
automated postage refill 6-7
checking funds in account 6-6
checking funds in postage meter 6-6
entering the number to dial 5-17
setting up your account 5-16
Postage date
changing 4-32
Postage funds
adding to postage meter 6-7
automatically adding funds 6-7
SV62201 Rev. B

checking account 6-6
Postage meter
adding funds 6-7
automatically adding funds 6-7
description 2-2
USPS inspections 6-2
Postage modes
attached scale 4-5
attached scale - autotape 4-5
differential weighing 4-4, 4-5, 4-11, 4-12
key in postage 4-5, 4-11
manual weight entry 4-5
seal only 4-5, 4-14
time and date stamp 4-5
weigh first piece 4-12
Postage tape
description 2-8, 2-9
location 2-8, 2-9
location in option WOW™ module 2-9
printing 3-4
specifications 12-4
when to use 3-4, 4-9
Postal Security Device 2-2, 6-2
Presets
custom presets 5-24, 5-26
normal preset 5-23
Printer
adding optional attached 5-30
attached (external) 8-2
cleaning the printer nozzle 9-12
location of USB connector 5-30
maintenance 9-11
printing a test pattern 9-12
Printhead
location 2-9
ordering a replacement 11-2
replacing 9-15
Printhead carriage
location 2-9
Printing postage
on envelopes 3-3
on tapes 3-4
R
Rates
adding ZIPs to zero zone 5-11
how to select for your scale 5-7
setting up discount codes 5-11
Reduced speed mode
how/when to use 4-8
Report Print Queue 8-3
Reports
account list 8-7, 8-8
data capture 8-12
data capture (non US only) 8-12

Index
error 8-10
funds 8-8
installed or pending rates 8-13
job 8-11
last 5 refills 8-6
last rates downloaded 8-13
multi-account summary 8-4
single account 8-3
system setup 8-9
USPS confirmation services 8-7
Reports key
description and location 2-10
S
Safety requirements 1-3
Scales
optional integrated platform 2-5
password protecting setup 5-6
procedures for setting up 5-7
setting up ZIP code prompt 5-10
setting up Zone prompt 5-10
weighing problems 10-11
Screen keys
description 2-10
Seal key
when running mail 4-8
Shape Based Rating 2-4, A-5
Side guide
adjusting for mail 3-3, 4-6
Smart Class
selecting 4-19
setting up 5-12
Specifications
accounting features and options 12-4
electrical 12-2
mailing materials 12-4
mailing system features and capabilities 12-4
operating conditions 12-2
Stacker
definition 2-5
Standby mode 5-20
Subaccount
add 7-4, 7-5
Subsubaccount
add 7-4
Supplies
ordering 11-2
T
Tape
installing 9-2
ordering 11-2
Tape key
when printing tapes 3-4
Timeouts
display sleep 5-20

Troubleshooting
display problems 10-10, 10-11
weighing problems 10-11
U
Updates
performing 9-19
Using ERR with a Customer Reference Number
4-29
USPS Confirmation Services
ordering labels 11-2
USPS confirmation services
using barcodes 4-23
W
Warnings
configuring high and low fund warning 5-19
configuring low ink warning 5-19
high value warning A-3
ink waste full tray 10-2
insufficient funds A-3
low funds warning A-4
main screen display area 2-12
replacing ink cartridges 9-13
report showing warning values 8-9
safety 1-3
using postage tape 3-4, 4-9
USPS inspection due 6-2
when changing the printhead 9-15
when using WOW 4-11, 4-12
Weigh First Piece
using 4-12
Weighing mail
using Weigh First Piece 4-12
using WEIGH-ON-THE-WAY™ 4-11, 4-12
Weighing problems 10-11
WEIGH-ON-THE-WAY™
using 4-11, 4-12
WEIGH-ON-THE-WAY™ Module 2-5
Weight
on the main screen 2-12
Wick
cleaning and replacing 9-7
Wiper blade
ordering a replacement 11-2
Z
ZIP Code
setting system to prompt for 5-10
Zone
entering 4-18
setting system to prompt for 5-10

SV62201 Rev. B

1 Elmcroft Road
Stamford, Connecticut 06926-0700
www.pb.com

For Service or Supplies

PB Form SV61436 Rev. D 3/09
©2009 Pitney Bowes Inc.
All Rights Reserved
Printed in the USA or Canada
*SV61436revd*



---

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