Pitney Bowes DM400C™, DM450C™, DM475™(G910) Operator Guide

Pitney Bowes
Brand
Pitney Bowes
Model
DM400C™, DM450C™, DM475™(G910)
Type
Operator Guide

This manual is also suitable for

Budget Manager Accounting
For Digital Mailing Systems
DM300c, DM400c, DM475
Operator Guide
US/Canada English Version
SV62079 Rev. D
February 2016
Postage Meters
SV62079 Rev. D ©2010 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 specications as well as performance features are subject to
change without notice. Your digital mailing system may not have some of the
features described in this book. Available features vary, depending on the
model of your mailing system, installed options, system software level, how
your system is set up and the country it is designed to operate in.
E-Z Seal and Postage By Phone are trademarks or registered trademarks of
Pitney Bowes Inc. ENERGY STAR is a registered trademark of the United
States Environmental Protection Agency.
iiiSV62079 Rev. D
Contact Information List
United States
Machine Identification
Product Name: DM300c Digital Mailing System
Model Number: 3C00
OR
Product Name: DM400c Digital Mailing System
Model Number: 4C00
OR
Product Name: DM475 Digital Mailing System
Model Number: 6C00
Resources
For support information, go to www.pb.com and click on Customer
Support. Click on Meters and Mailing Systems, then click on the
appropriate product name link.
To order PB supplies and accessories, go to:
www.pb.com and click on Supplies
OR
order by phone at 1-800-243-7824 (M-F 8:00 AM to 8:00 PM ET.)
To view a list of your equipment, pay invoices online, or you have
questions about your Postage-by-Phone account go to:
www.pb.com and click on My Account
For questions about your account or the product, call the Pitney
Bowes Customer Care Center at 1-800-522-0020 (Monday through
Friday, 8:00 AM - 8:00 PM ET).
To contact the United Stated Postal Service
®
(USPS), visit:
www.USPS.com
iv SV62079 Rev. D
Contact Information List
Canada
Machine Identification
Product Name: DM300c Digital Mailing System
Model Number: 3C10
OR
Product Name: DM400c Digital Mailing System
Model Number: 4C10
OR
Product Name: DM475 Digital Mailing System
Model Number: 6C10
Resources
For direct questions or support, call the Pitney Bowes Customer
Centre at 1.800.672.6937 or visit www.pitneybowes.ca.
To order Pitney Bowes supplies and accessories, go to:
www.pitneybowes.ca and click on Online Store
www.pitneybowes.ca and click on My Account
To contact the Canada Post
(CPC), visit: www.canadapost.com
vSV62079 Rev. D
Table of Contents
1 • Read this First
Budget Manager Main Screen ........................................... 1-2
Adding Postage .................................................................1-3
Adding Features ................................................................1-3
What's Next .......................................................................1-4
2 • System Setup for Budget Manager
Introduction to Mailing System Setup ................................2-2
Setting Up the Supervisor Password ................................. 2-2
Setting Up Presets .............................................................2-2
Setting the Budget Manager Owner ..................................2-3
Setting a Station ID ............................................................2-4
Configuring the Optional Barcode Scanner .......................2-5
Setting the Default Scan Type .................................... 2-5
Setting Auto Enter ...................................................... 2-6
Combining Barcodes .................................................. 2-7
Adding Barcode Prefixes ........................................... 2-9
3 • Setting Up Operators
Operator Options ...............................................................3-2
Creating Operators ............................................................3-3
Viewing and Editing Operators ..........................................3-4
Deleting Operators ............................................................3-6
Enabling and Disabling Operators ..................................... 3-7
Enabling Operator Passwords ........................................... 3-7
Logging Off Automatically ..................................................3-8
vi SV62079 Rev. D
Table of Contents
4 • Setting Up and Working With Accounts
Account Options ................................................................4-2
Budget Manager Account Structure ...................................4-4
Selecting the Accounting Type ..........................................4-6
Creating a New Account ....................................................4-7
Creating a Sub Account or SubSub Account ............. 4-9
Deleting an Account ......................................................... 4-11
Viewing and Editing Accounts .........................................4-12
Setting Up the PC Transfer Utility .................................... 4-13
Clearing Account Data ..................................................... 4-14
Setting the Accounting Period .........................................4-15
Ending Accounting Periods ...................................... 4-17
Selecting the Surcharge Method .....................................4-20
Clearing All Surcharges ........................................... 4-22
Turning Surcharges On and Off ............................... 4-23
Turning the Spending Limit On and
Setting the Default Limit ..................................................4-24
Selecting Job ID Requirements .......................................4-25
Requiring Job IDs .................................................... 4-25
Auto Clearing Job IDs .............................................. 4-26
5 • Running Mail
Selecting an Account to Track Postage .............................5-2
Applying Postage ...............................................................5-3
Selecting a Class or Special Service ................................. 5-3
Entering a Batch Surcharge or Discount ...........................5-4
Selecting Job IDs ...............................................................5-6
viiSV62079 Rev. D
Table of Contents
6 • Transaction Options
Transaction Options...........................................................6-2
Printing the Transaction Log .............................................. 6-3
Adding a Manual Transaction ............................................6-3
Transferring Transaction Data ...........................................6-5
Clearing the Transaction Log .............................................6-6
Setting the Condition for the Full Log Warning ..................6-7
Defining the Action to Take When the Log is Full ..............6-8
7 • Running Reports
Accounting Reports ...........................................................7-2
Custom Reports .................................................................7-3
Creating a Custom Report ......................................... 7-4
Selecting a Custom Report to Print ............................ 7-5
Viewing and Editing a Custom Report ....................... 7-7
Deleting a Custom Report .......................................... 7-8
Transaction Log Report .....................................................7-9
Account Summary ...........................................................7-10
Budget Performance Report ............................................ 7-11
Account Invoice Report ...................................................7-12
Quick Profile Report ........................................................7-13
Accounting Setup Report .................................................7-14
Account List Report .........................................................7-15
Account Speed Code List Report ....................................7-16
Operator List .................................................................... 7-17
8 • Troubleshooting
Troubleshooting Budget Manager .....................................8-2
Index
viii SV62079 Rev. D
Table of Contents
This page is intentionally blank.
1-1SV62079 Rev. D
1 • Read this First
This chapter explains how to take advantage of the
accounting feature of the system.
Budget Manager Main Screen ............................................1-2
Adding Postage ..................................................................1-3
Adding Features .................................................................1-3
What's Next ........................................................................1-4
DM300c
DM400c
DM475
1-2 SV62079 Rev. D
1 • Read this First
NOTE: If the account
name or account
code is more than
16 characters long
it will be truncated
on the screen:
1234567...012345.
Key In Postage $0.00
NOV 10 2010
◄ Account : 1234567890123456
◄ Class : xxxxxxx
◄ Ad : Recycle
◄ Inscrip. : xxxxxxx
Key In Postage $0.00
NOV 10 2010
◄ Txt Msg : <xxxxxxxxxxxx>
◄ Job ID : <JobID1/JobID2>
◄ Srchrg : <value>
Batch : <value>
Key In Postage $0.00
NOV 10 2010
Batch Ct : <value>
Budget Manager Main Screen
The following shows the Budget Manager Main screen when you first
log onto your system. As indicated here, you access more options by
pressing the green down arrow key. The content of the main screen
depends upon the current mode of the machine.
1-3SV62079 Rev. D
1 • Read this First
Adding Postage
Refer to the Adding Postage/Connecting to the Data Center chapter
in your mailing system operating guide for:
• a complete explanation of the steps required to successfully add
postage to your mailing system.
• information on performing updates and adding features.
The Adding Postage/Connecting to the Data Center chapter also
includes specific information on the Postage By Phone® Meter
Payment System, the postage meter on your mailing system, postal
meter inspections, and postal key requirements.
Adding Features
Refer to the Introduction and System Options chapters in your
mailing system’s operating guide for information on performing
updates and adding features.
1-4 SV62079 Rev. D
1 • Read this First
What's Next
Depending on the task you want to perform, refer to the appropriate
chapter in this guide:
Chapter 2 - Setting Up Your Mailing System for Budget Manager
explains how to use the setup options unique to Budget Manager to
change or customize you mailing system.
Chapter 3 - Setting Up Operators describes how to create, edit and
delete operators.
Chapter 4 - Setting Up Accounts describes how to configure your
accounting system.
Chapter 5 - Working with Accounts tells you how to set up individual
Budget Manager accounts, and edit and delete existing accounts.
Chapter 6 - Running Mail describes how to run mail using the various
accounting features of Budget Manager.
Chapter 7 - Manual Transactions describes how to enter manual
transactions and how to view, clear or void transactions.
Chapter 8 - Running Reports describes how to run accounting
reports provided with your system and how to create customized
accounting reports for your organization.
Chapter 9 - Troubleshooting describes how to handle any accounting
errors or warnings you may encounter on your system.
2-1SV62079 Rev. D
2 • System Setup for
Budget Manager
This chapter tells you how set up your mailing system for
Budget Manager.
Introduction to Mailing System Setup .................................2-2
Setting Up the Supervisor Password ..................................2-2
Setting Up Presets..............................................................2-2
Setting the Budget Manager Owner ...................................2-3
Setting a Station ID.............................................................2-4
Configuring the Optional Barcode Scanner ........................2-5
DM300c
DM400c
DM475
2-2 SV62079 Rev. D
2 • System Setup for Budget Manager
Introduction to Mailing System Setup
This chapter contains the basic setup instructions necessary to
run Budget Manager on your mailing system. Depending on your
requirements, you may need to follow all or only some of the setup
procedures listed here.
Refer to Chapter 7, System Options in your mailing system operating
guide for additional setup instructions.
Setting Up the Supervisor Password
You can set the supervisor password to limit access to the following
options: setting up accounts and setting up operators.
Refer to Chapter 7, System Setup in your mailing system operating
guide for instructions on setting up supervisor passwords.
Setting Up Presets
Presets are a group of custom settings you can call up instantly
to run your mail job. Each preset can have a unique name, class,
carrier, special service, postage value, account, etc.
• To select the Normal preset value, press the Normal Preset key.
• To select any of the custom presets, press the Custom Presets
key and select the preset you want to use.
Refer Chapter 5, Normal and Custom Presets in your mailing system
operating guide for instructions on setting up presets.
2-3SV62079 Rev. D
2 • System Setup for Budget Manager
Setting the Budget Manager Owner
Follow the steps below to enter information about the owner of the
Budget Manager system.
1. Press the Menu key.
2. Select "Accounts."
3. Select "Owner."
Owner
◄ Name :
◄ Address 1 :
◄ Address 2 :
◄ Done
4. Select "Name." Type in the owner name and select "Accept." The
owner name can include up to 32 characters.
5. Select "Address 1." Type in the address information (e.g. the
street address) and select "Accept." The address can include up
to 64 characters.
6. Select "Address 2." Type in any additional address information
and select "Accept." The address can include up to 64
characters.
7. Select "Done" to save the owner information.
2-4 SV62079 Rev. D
2 • System Setup for Budget Manager
Setting a Station ID
The Station ID is printed on accounting reports to identify the mailing
system where the reports were generated. This feature is useful
when you have several different mailing systems that generate
reports.
1. Press the Menu key.
2. Select "Accounts."
3. Press the green down arrow key twice and select "Station ID."
4. Type in the Station ID.
NOTE: Station IDs must be between 1 and 99.
5. Select "Accept" when done.
Station ID
(Prints on Acct Reports)
Enter ID:
(1-99)
2-5SV62079 Rev. D
2 • System Setup for Budget Manager
4. Select "Home Default." The Home Default screen displays.
Configuring the Optional Barcode Scanner
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. You can then scan the account code or name
directly from the Home screen.
To set the default value:
1. Press the Menu key.
2. Select "Setup."
3. Press the green down arrow key and select "Configure USB
Scanner." The USB Barcode Scanner Settings screen displays.
USB Barcode Scanner
Settings
◄ Home Default : Acct Name
◄ Auto Enter : OFF
◄ Concatenate Char : +
◄ Prefix Setup
Done [Enter]
5. Select the appropriate option from the list. If necessary, press the
green down arrow key to scroll through the menu screens.
• If you do not want any default account name, code or preset,
or if you will be scanning multiple fields select "None."
• If the barcode will always contain an account name, select
"Account Name."
Home Default
P None
◄ Acct Name
◄ Acct Code
◄ Preset
2-6 SV62079 Rev. D
2 • System Setup for Budget Manager
• If the barcode contains an account code, select "Account
Code."
• If the barcode contains a preset, select "Preset."
• If the barcode contains a Job ID1, select "Job ID1."
• If the barcode contains a Job ID2, select "Job ID2."
The system returns to the USB Barcode Scanner settings
screen.
6. Press Enter if you have finished making your changes to the
scanner settings.
Setting Auto Enter
You can set up your system so that after it scans in a barcode value
and displays it on the 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.
1. Press the Menu key.
2. Select "Setup."
3. Press the green down arrow key and select "Configure USB
Scanner." The USB Barcode Scanner Settings screen displays.
USB Barcode Scanner
Settings
◄ Home Default : Acct Name
◄ Auto Enter : OFF
◄ Concatenate Char : +
◄ Prefix Setup
Done [Enter]
4. Select "Auto Enter" to toggle on and off.
5. Press Enter if you have finished making your changes to the
scanner settings.
2-7SV62079 Rev. D
2 • System Setup for Budget Manager
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.
1. Press the Menu key.
2. Select "Setup."
3. Press the green down arrow key and select "Configure USB
Scanner." The USB Barcode Scanner Settings screen displays.
4. Select "Concatenate Char." The Concatenate Character screen
displays.
5. Select the character you use to combine the barcode values. The
system returns to the USB Barcode Scanner settings screen.
6. Press Enter if you have finished making your changes to the
scanner settings.
Concatenate Character
P +
◄ %
◄ .
◄ /
2-8 SV62079 Rev. D
2 • System Setup for Budget Manager
When you scan in these three barcodes, the system
will combine them into a single barcode value (e.g.
SCANNERTESTBARCODEVALUE).
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.
The following is an example using a + symbol as a join character.
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Pitney Bowes DM400C™, DM450C™, DM475™(G910) Operator Guide

Pitney Bowes
Brand
Pitney Bowes
Model
DM400C™, DM450C™, DM475™(G910)
Type
Operator Guide
This manual is also suitable for
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