FP optimail User manual

optimail
Franking machine
Operator Manual

2
Please read this operator manual before using the
optimail franking machine.
Pleasekeepthemanualneartheoptimailatalltimes
for reference.
Quick reference The quick reference gives you an overview of the
most frequently used functions.
The following keywords and symbols identify the
safety tips in this operator manual.
Warning! indicates a potential hazard which may
result in injury.
Caution!indicates apotentialhazardthatmayresult
in damage to the optimail or impair the franking
process.
The following symbols and graphic representations
are used in this operator manual:
A tip offers advice or additional suggestions for
improving the operation.
Displaysshowtheinputsandcurrentsettings.Fields
which refer to the text have a dark background. An
arrow points out a field to which you should pay
special attention.
The keys to be pressed are highlighted in the key
field symbol.
In the example: Press the Postage value key.
About this operator manual

3optimail – Display
Display for
– Postage value
–Time
– Register values
–…
– Next maintenance due
– Fault: Display with error number,
and/or
Print:
Account/register report
Incoming mail stamp
Service: Memory component /
data backup measure
– Time display
– Fault: System clock
Available postage warning:
Low postage
No postage,
Franking not possible
Fault: Ribbon cassette
or mail jam
Postage calculator connected,
automatic postage value /
mail type setting
Flashing:
Print offset ON 1)
Register
(1 … 8)
Account
(1 … 9)
Postage used by
the account
Number of frankings
of the account
Type of mail
endorsement
Slogan imprint
Incoming mail stamp 1)
Date in date stamp
Not used

4optimail – Keyboard
Set type of mail
endorsement
Display postage used
by an account
Display/set
print offset 1)
Set
– Slogan imprint
– Incoming mail stamp 2)
Display/change date
of date stamp
Numeric keys:
Enter numerical values
Change account
Display
register
Display/set
time
Display number of
frankings of an account
Program basic
settings
Connect/disconnect
postage calculator (scales)
Delete, abort input
High postage value
– Confirm for franking
–Setlimitvalue
Back to franking mode 3)
Set postage value
Legend
1) in incoming mail stamp mode only
2) optional, only if special incoming mail stamps are ordered
3) close “incoming mail stamp mode” or “account/register report print mode”

Contents 5
1 Safety tips ____________________________________________________7
2 A short description of the optimail ________________________________8
3 Switching optimail on/off _______________________________________10
4 Franking ____________________________________________________11
4.1 Setting the postage value __________________________________12
4.2 Setting the slogan imprint __________________________________13
4.3 Setting the type of mail endorsement _________________________14
4.4 Date in date stamp / print without date ________________________15
4.5 Changing the account _____________________________________16
4.6 Positioning and franking a letter _____________________________17
5 Account function _____________________________________________18
5.1 Showing account data _____________________________________18
5.2 Printing an account report __________________________________19
5.3 Deleting account information ________________________________20
6 Displaying and printing register values ___________________________22
7 Loading postage – TELESET ____________________________________24
8 Basic settings ________________________________________________27
8.1 Setting the date __________________________________________27
8.2 Setting the time __________________________________________27
8.3 Setting a high postage value ________________________________28
8.4 Set limit value for the low postage limit ________________________29
9 Using the DX feature (optional) ____________________________________30
9.1 Things worth knowing about DX mail _________________________30
9.2 Switching DX mode on / off on the optimail _____________________30
9.3 Switching DX mode on / off on the flexiscale postage calculator ____32
10 Using the incoming mail stamp function __________________________33
10.1 Things worth knowing about incoming mail stamp _______________33
10.2 Stamping incoming mail ___________________________________33
10.3 Setting a print offset ______________________________________35
10.4 Selecting another incoming mail stamp (optional) _________________36
11 Using optimail with the postage calculator ________________________37
11.1 Connecting the postage calculator ___________________________37
11.2 Weighing and franking _____________________________________38

optimail Operator Manual
6
12 Maintenance and care _________________________________________ 40
12.1 Cleaning _______________________________________________ 40
12.2 Changing the ribbon cassette _______________________________ 41
12.3 Disposal _______________________________________________ 42
13 Error messages and tips for helping yourself ______________________ 43
13.1 Error messages – device faults _____________________________ 43
13.2 Error messages – TELESET _______________________________ 46
13.3 Tips for helping yourself ___________________________________ 49
Appendix
Instructions for installation and commissioning________________________ 51
Setting the outside dialling parameters for the modem _________________ 58
Glossary _____________________________________________________ 62
Technical data_________________________________________________ 64
Index ________________________________________________________ 66
Service ______________________________________________________ 69

Safety tips 7
1 Safety tips
The optimail is a fully electronic franking machine for franking letters.
The optimail complies with the pertinent safety regulations for office information
equipment. Please observe the following tips for your own safety.
•Use only the power and interface cables supplied with the machine by
Francotyp-Postalia. Makes sure that connecting cables are not damaged.
•Connect the optimail only to a grounded PE mains socket with 240 V AC.
•Make sure the socket for connecting the optimail is close by and the mains plug is
easily accessible at all times.
•Switch off the optimail and all devices connected to it before plugging in or
removing interface cables.
•Never plug in interface cables during a thunderstorm.
•Switch off optimail before cleaning the franking machine or moving it to another
location.
•Make sure that no liquids or foreign objects penetrate the interior of the optimail. If
this happens, pull out the mains plug immediately. Have the optimail checked by
your local servicing dealer before using it again.
•Only have maintenance and repair work done by qualified personnelauthorised by
Francotyp-Postalia. Failure to do so will result in voiding of your warranty and loss
of your postal licence. You will be liable for any damages.
The optimail is designed so that you can install and start it yourself. Please read the
chapter “Instructions for installation and commissioning” in the appendix to this
manual. You are also welcome to contact our Service department who will help you
get started.

optimail Operator Manual
8
2 A short description of the optimail
Keyboard
Display
flap/ribbon cassette compartment
with ribbon cassette behind
Release key
(for flap/ribbon cassette
compartment)
Keylock
with key
Power connection Modem socket
25-pole port for connecting
the postage calculator
Letter guide
Letter receiving tray
Operating instructions
(removable, with slogan
imprints and type of mail
endorsements)
Post Office lock

A short description of the optimail 9
Things worth knowing about the optimail
The optimail is a franking machine for small mail
volumes. It franks letters up to a thickness of 5 mm
and self-adhesive franking labels.
Mode of operation All the information for the franking process is
electronically stored. The memory component
provides space for new slogan imprints.
The settings for the franking imprint can be selected
quickly and easily at the push of a button. The LC
display shows you the current settings at a glance.
You onlyhave to put the letter in place – the optimail
takestheletter,franksit andejectsthereadyto send
letter to the right.
Very clean franking imprints
Fast cassette change The thermal printing process provides a clean, smudge-proof imprint. The solid ink on the ribbon is
heated up asit passes the thermal printhead. Under
pressure, the liquefied ink penetrates the paper of
the envelope and remains permanently bonded.
The ribbon cassette is simple to replace with just a
few actions.
TELESET You load postage with the TELESET process via a
built-in modem – fast, comfortable and, if need be,
24 hours a day.
Extended functions – Automatic date setting.
– Separate registration and accounting of the
postage costs for up to 9 accounts.
– Printing of account information and register data.
– Warning of high postage values and insufficient
available postage.
– Incoming mail stamp function to register incoming
mail.
Operation with postage calculator You can combine optimail with the flexiscale
postage calculator from Francotyp-Postalia.
flexiscale then controls settingof the postage value.

optimail Operator Manual
10
3 Switching optimail on/off
Switching on
•Insert the key in the keylock on the back of the
optimail.
•Turn the key to the horizontal position (= ON).
Self-test The optimail emits an acoustic signal and all
segments are briefly visible in the display.
Ready for franking The optimail displaystoday’s date after the self-test.
After about. 3 seconds, the display changes and the
lastsetpostagevalueappears.Theoptimailisready
for franking.
Sleep mode If the optimail is not used for about one minute, i.e.
no frankings are made or no key is pressed, the
franking machine switches over to the time display.
Reactivate the optimail with the key .
Switching off
•Turn the key to the vertical position (= OFF).
•Remove the key. Your optimail is now safe from
unauthorised use.
ON
OFF

Franking 11
4Franking
The display shows all the settings for the franking
imprint at a glance:
– Postage value for the value stamp
– Slogan imprint
– Type of mail endorsement
– Date specification for the date stamp.
The symbolic representation of the stamp in the
display makes orientation easier.
You will also find the stamp image symbol on the
keys for setting the franking imprint. The assigned
field is shown filled on the respective keys.
You can test the current printing settings in a trial
run. Set the postage value “0.00” for trial runs.
Input errors The optimail will not accept incorrect inputs. An
acoustic signal warns you that the setting is not
possible with the entered values. The previous
setting reappears in the display.
You can delete wrong entries with the key .
The optimail aborts the setting and shows the
previous setting in the display.
Slogan imprint
Date stamp
Current account
Value stamp
Postage value
Type of mail
endorsement

optimail Operator Manual
12
4.1 Setting the postage value
•Type the desired postage value in pence with the
numeric keys.
You can check the entered number sequence in the
display.
•Confirm with the key.
The display shows the set postage value with
decimal point.
Message “High postage value”
If an acoustic signals sounds and “HP” and the
postage value flash in the display after confirming
the postage value, the “High postage value” is
exceeded.Inthiswaytheoptimailhelpsyoutoavoid
overfranking and loss of postage.
If you want to frank with the set postage value …
•Confirmthe displayed postage valuewith the
key again.
If you have accidentally set too high a postage
value …
•Type a new postage value.
•Confirm with the key.
Read Chapter 8.3 to find out how to change the limit
for the “High postage value” message.

Franking 13
4.2 Setting the slogan imprint
Francotyp-Postalia can equip the optimail with up to
9 different slogan imprints according to the
customer’s wishes.
The available slogan imprints and the assigned
numbers can be found as operating hints on the
optimail (can be pulled out at the front left).
•Enter the number of the desired slogan imprint.
N. B.: If you are using an optimail with the DX fea-
ture, the slogan imprint 9 is reserved for DX mail
frankings. Read Chapter 9.
•Confirm with the key.
The number of the set slogan imprint appears in the
appropriate field of the stamp image symbol.

optimail Operator Manual
14
4.3 Setting the type of mail endorsement
Specific types of mail can be marked with the re-
spective endorsement imprint (e.g. FIRST CLASS,
Special Delivery, Overseas Mail).
The available type of mail endorsements and the
assigned numbers can be found as operating hints
on the optimail (can be pulled out at the front left).
•Enter the number of the desired type of mail
endorsement.
•Confirm with the key.
The number of the set endorsement appears in the
appropriate field of the stamp image symbol.

Franking 15
4.4 Date in date stamp / print without date
The built-in clock sets the date for the date stamp
automatically.
Show date
•Press the key.
The displayed date appears in the date stamp when
franking.
•You can end the date display with the key.
The display shows the postage value again.
Read Chapter 8.1 to find out how to change the date
of the system clock.
Printing the date stamp without a date
The optimail allows the date to be omitted from the
date stamp.
•Press the key.
The optimail shows the set date.
•Press the key.

optimail Operator Manual
16
The optimail returns to the postage value display.
Short signal tones and the flashing “DATE” indicate
that the date stamp contains no date.
Printing the date again
•Press the key. The optimail shows the set
date.
•Endthe datedisplaywiththe key.Thedisplay
shows the postage value again.
4.5 Changing the account
The optimail can record and evaluate frankings
separately according to accounts.
In Chapter 5 you will find detailed information about
the account function.
To record frankings for an account:
•Enter the desired account number.
N. B.: If you are using an optimail with the DX fea-
ture, theaccount 9is reservedfor DX mail frankings.
Read Chapter 9.
•Confirm with the key.
The selected account number appears in the “M”
field.
All subsequent frankings are recorded for this
account. The account remains set until you select a
new account.

Franking 17
4.6 Positioning and franking a letter
Caution! By simple preventive measures and spe-
cial care when positioning letters, you can avoid
gaps in the imprint, tearing the ribbon and damaging
the thermal print head:
– You can frank letters up to a thickness of 5 mm.
The difference in thickness in the printing area in
letters containing several sheets can lead to an ir-
regular imprint. In this case, frank the emptyenve-
lope or use the franking labels.
– Use envelopes with as smooth a surface as
possible. This gives optimum imprint quality.
– Make sure you remove all staples and paper clips
from the area around the imprint.
– Before imprinting, knock the upper edge of the
envelopes against a smooth underlay. By aligning
the content of the letter with theupper edge of the
envelope you get an even surface to achieve bet-
ter franking imprints.
– It is best to let go of normal format letters (DL, C6)
during franking. Give large envelopes (C5, B4) a
little support.
– Under no circumstances should you attempt to
straighten the envelope whilst it is running
through.
How to feed a letter
•Place the letter on the letter receiving tray:
– The side to be printed facing upwards, the
address field visible.
– The top edge must be against the letter guide.
•Push in the letter in the direction of the arrow until
the optimail grips the letter.
As soon as the mail sensor detects a letter, a roller
presses the letter against the ribbon and print head
– the franking starts. The franked letter is ejected to
the right.
1. 2.

optimail Operator Manual
18
5 Account function
With the account function, the optimail offers a tool
for recording and evaluating the incurred postage
costs. Nine account memories are available.
Accounts may be the divisions/departments of a
company or individual companies in shared office
facilities.
Record Simply set the desired account for franking. The
optimail stores the number and value of frankings.
Evaluate You can read the number and postage used in £ for
every account. You can also print out an account
report of all accounts if you want to.
5.1 Showing account data
Reading postage used by an account
•Enter the desired account number (1-9).
Remember that account no. 9 has a special
significance when using an optimail with the DX
feature. See Chapter 9.
•Confirm with the key.
The selected account number appears in the “M”
field.
•Press the key.
The optimail displays the postage costs which have
been accumulated since the last time the counter
was reset to zero.

Account function 19
Reading the number of frankings for an account
•Enter the desired account number (1-9).
Remember that account no. 9 has a special
significance when using an optimail with the DX
feature. See Chapter 9.
•Confirm with the key.
The selected account number appears in the “M”
field.
•Press the key.
The optimail shows the number of value frankings
which have been made for this account since last
resetting the counter to zero. Zero frankings are not
recorded.
5.2 Printing an account report
The account report contains the account information
(postage used and quantity) of all accounts and the
register states of your optimail.
Account report (sample)

optimail Operator Manual
20
The optimail must be switched off.
•Keep the key pressed and switch on the
optimail with the keylock.
•You can release the key as soon as “M 0” for the
account and the printing symbol are visible in
the display.
•Insert a franking label or any sheet as normal. The
optimail prints the account report.
•You return to the franking function with the
key.
5.3 Deleting account information
To delete account information, reset the postage
used counter and the quantity counter individually to
zero.
•Enter the number of the account.
•Confirm with the key.
The selected account number appears in the “M”
field.
+
ON