FP PostBase Vision User manual

Franking system
Reference Guide
postbase vision

PostBase Vision
2
About this Reference Guide
Target audience This Reference Guide is intended for operators and administra-
tors of the PostBase Vision franking system.
Contents This Reference Guide describes how to set up and install the
PostBase Vision, the proper use as well as cleaning and mainte-
nance of the PostBase Vision franking system. Functions that
are only available for particular system configurations are
marked by an additional note, e.g. (optional).
Further documents The Installation and safety manual is an excerpt from this
Reference Guide. It contains information for your safety and
describes how to set up and install the PostBase Vision
franking system.
The Quick Reference Guide (leaflet) provides an overview of
the most important functions for everyday use.
In this Reference Guide, the product name appears in its plain
form ‘PostBase Vision’.
The following keywords and signs identify the safety instructions
and additional information in this manual:
Warning! indicates a potentially hazardous situation which
could result in death or serious injury if disregarded.
Caution! indicates a potentially hazardous situation which
could result in minor or moderate injury if disregarded.
Caution! indicates an increased risk or a risky situation which
could result in damage to property if disregarded.
A tip offers advice or additional suggestions for improving the
operation.
Illustrations The display illustrations in this manual are examples that may
differ from the actual display on your PostBase Vision.
The explanation of the safety signs and product safety labels on
the PostBase Vision franking system can be found on
page 181.

Contents 3
About this Reference Guide _____________________________________2
1 For your safety ________________________________________________8
2 PostBase Vision franking system – Short profile ___________________10
2.1 Things worth knowing about the PostBase Vision ______________10
2.2 PostBase Vision franking machine _________________________13
2.3 PostBase Vision Feeder (optional) ___________________________15
3 Installation and commissioning _________________________________17
4 The basics of operation ________________________________________38
4.1 Turning the PostBase Vision on / off ________________________38
4.2 Standby (Sleep mode) ___________________________________39
4.3 Screen elements and operation philosophy ___________________40
4.3.1 The touch screen _______________________________________40
4.3.2 The Home screen ______________________________________43
4.3.3 The menu bar __________________________________________44
4.3.4 The menu _____________________________________________44
4.3.5 Selection lists __________________________________________45
4.3.6 Setting menus _________________________________________45
4.3.7 On-screen keyboard ____________________________________46
4.3.8 Pop-up windows ________________________________________47
4.3.9 Procedures / wizards ____________________________________48
4.4 Adjusting the display angle _______________________________48
4.5 Adjusting the display brightness ___________________________49
4.6 Adjusting the volume ____________________________________49
4.7 Inserting labels _________________________________________50
4.8 Setting up the catch tray _________________________________51
4.9 Using the High Capacity Drop Stacker (optional) ________________51
5 Setting the franking imprint _____________________________________52
5.1 Postage / Royal Mail product ______________________________53
5.1.1 Setting a product using a shortcut __________________________53
5.1.2 Setting mailing data _____________________________________54
5.1.3 Setting the weight ______________________________________55
5.1.3.1 Weighing a mail piece ___________________________________55
5.1.3.2 Differential weighing (optional) ______________________________57
5.1.3.3 Entering the weight manually ______________________________59
5.1.4 Special features with regard to product selection ______________60
5.1.4.1 Pre-Pay Reply _________________________________________60
5.1.4.2 Business Mail Advanced (optional) ___________________________61

PostBase Vision
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5.2 Date _________________________________________________ 62
5.3 Advertising imprints _____________________________________ 63
5.4 Zero test print _________________________________________ 64
6 Franking ____________________________________________________ 65
6.1 Logging on / switching users ______________________________ 65
6.2 Setting up / changing cost accounts ________________________ 66
6.3 Feeding letters and franking ______________________________ 68
6.3.1 Hand feed tray _________________________________________ 68
6.3.2 Sealer (optional) _________________________________________ 69
6.3.3 Feeder (optional) ________________________________________ 72
6.3.3.1 Preparing letter stacks and setting up feeder _________________ 72
6.3.3.2 Switch the sealing function on / off _________________________ 73
6.3.3.3 Setting the letter thickness _______________________________ 74
6.3.3.4 Feeding letters in stack and franking ________________________ 75
6.3.3.5 Working with the batch counter ____________________________ 77
6.4 Franking labels ________________________________________ 79
6.5 Displaying and resetting the item counter ____________________ 81
7 Displaying and printing registers ________________________________ 82
8 Download postage ____________________________________________ 83
9 Printed Postage Impression – PPI (optional) _________________________ 84
10 Using the DX feature (optional) ____________________________________ 86
10.1 Things worth knowing about the DX feature __________________ 86
10.2 Franking DX mail _______________________________________ 87
10.3 Displaying DX information ________________________________ 88
11 Special functions _____________________________________________ 89
11.1 Print Only Advert / Text __________________________________ 89
11.2 Advert counter _________________________________________ 90
11.3 Print Numbers _________________________________________ 91
11.4 Feed Only / Count mail pieces ____________________________ 93
11.5 Seal Only (PostBase Vision with feeder) __________________________ 94
11.6 Stamping incoming mail _________________________________ 95

Contents 5
12 Manage shortcuts _____________________________________________97
12.1 Creating and saving shortcuts _____________________________97
12.2 Renaming a shortcut ____________________________________98
12.3 Deleting a shortcut ______________________________________99
12.4 Resetting shortcuts to default _____________________________99
13 Managing printed text ________________________________________100
13.1 Entering a new text ____________________________________100
13.2 Changing a text _______________________________________101
13.3 Deleting a text ________________________________________101
13.4 Royal Mail ‘Return Address’ specification ___________________102
14 Local cost account administration ______________________________103
14.1 Display / print cost account report _________________________103
14.2 Display / print usage data for a defined cost account __________104
14.3 Deleting usage data ____________________________________105
14.4 Matching cost accounts to advertising imprints _______________106
15 Synchronising _______________________________________________108
16 Advanced settings & system information ________________________110
16.1 System information ____________________________________110
16.2 Contact Information ____________________________________110
16.3 Access control / Administrator PIN ________________________111
16.4 Low postage warning ___________________________________112
16.5 Sound signals / Sound profiles ___________________________113
16.6 Colour of the menu bar _________________________________114
16.7 User interface language _________________________________114
16.8 Standby time _________________________________________115
16.9 Product after standby ___________________________________115
16.10 Auto Off _____________________________________________116
16.11 Automatic date advance ________________________________116
16.12 Switching weighing mode (optional) _________________________119
16.13 Ethernet / Wi-Fi connection (Connectivity settings) ____________120
16.13.1 Displaying connectivity settings ___________________________120
16.13.2 Setting up a new network connection / changing settings _______120
16.13.3 Deleting the Wi-Fi connection ____________________________124

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17 Ordering consumables (if available) _______________________________ 125
17.1 Placing an order ______________________________________ 125
17.2 Displaying order status _________________________________ 126
17.3 Displaying address data ________________________________ 126
18 Maintenance and care ________________________________________ 127
18.1 Cleaning the housing ___________________________________ 127
18.2 Cleaning the sensors ___________________________________ 128
18.3 Cleaning the print system _______________________________ 131
18.3.1 Starting automatic print system cleaning ____________________ 131
18.3.2 Cleaning the ink cartridge manually _______________________ 132
18.4 Test Imprint – Check print quality _________________________ 134
18.5 Print system: show ink level _____________________________ 135
18.6 Changing the ink cartridge ______________________________ 136
18.7 Replacing the transport brush ____________________________ 141
18.8 Calibrating the touch screen _____________________________ 143
18.9 PostBase Vision Feeder (optional) __________________________ 144
18.9.1 Filling with sealing fluid _________________________________ 144
18.9.2 Adjust moistening level _________________________________ 147
18.9.3 Cleaning / changing the moistening sponge _________________ 148
18.9.4 Cleaning / changing the moistening brush __________________ 152
18.10 Sealer (optional) ________________________________________ 154
18.10.1 Cleaning ____________________________________________ 154
18.10.2 Checking the fluid level and filling with SEALIT ______________ 155
18.10.3 Replacing felts ________________________________________ 156
19 Tips for troubleshooting ______________________________________ 159
19.1 Error messages _______________________________________ 159
19.2 Possible causes and remedy ____________________________ 159
19.3 Remedying a letter jam _________________________________ 171
19.4 Inserting the letter guide at the ramp (PostBase Vision Feeder) ______ 173
19.5 Correcting the moistening felt position on the rocker (Sealer) _____ 174
19.6 Removing / inserting the PSD (security device) ______________ 175
19.7 Manually moving the ink cartridge to the exchange position _____ 177
20 Decommissioning and disposing of the franking system ___________ 180

Contents 7
Appendix
Graphical symbols, safety signs and product safety labels on the
PostBase Vision franking system _________________________________181
Glossary ____________________________________________________183
Technical Data _______________________________________________185
PostBase Vision – Product variants and equipment ___________________189
Supplies ____________________________________________________190
The Security Device (PSD) ______________________________________190
Declaration of Conformity _______________________________________191
License _____________________________________________________192
Security Declaration for data usage _______________________________194
United States Patents __________________________________________194
FCC Compliance Statement _____________________________________195
Index _______________________________________________________196
Service _____________________________________________________205

PostBase Vision
8
1 For your safety
The PostBase Vision complies with the relevant safety regulations for information
technology equipment in office environments.
Before setting up and installing and using the PostBase Vision franking system,
please read this safety information carefully.
For your own safety, please observe the following instructions:
Proper use
• PostBase Vision is a digital franking system with ink-jet print technology for
franking mail.
• The PostBase Vision franking system is intended only for use in enclosed offices
or office-like environments. Observe the operating conditions specified in the
‘Technical Data’ section.
• The PostBase Vision franking system is intended exclusively for processing mail
pieces in accordance with the specifications described in the ‘Technical Data’ section.
Prevention of electrical hazards
• Operate the PostBase Vision franking system only with a grounded single-phase
power outlet. Make sure that the power connection conforms to the power require-
ments indicated on the type plates.
• Make sure the outlets for connecting the PostBase Vision franking system are
close by and easily accessible at all times.
• Unplug the PostBase Vision franking system power plugs from the outlets in case
of an emergency.
• Take care to ensure that no foreign objects penetrate the PostBase Vision franking
system interior.
• Be extremely careful when handling fluids.
• When refilling the sealing fluid, make sure that no live parts become wet.
• Unplug all power plugs of the PostBase Vision franking system prior to cleaning the
franking system.
Prevention of mechanical hazards
• Keep long hair, fingers, loose clothing pieces, neck ties, scarves, jewellery and the
like away from moving machine parts.
• Do not remove any parts of the housing.
• Do not remove any equipment related to safety or protection. Do not make them
inoperative or unable to function.

For your safety 9
Accessories and consumables
• We recommend to use only approved FP equipment and FP original parts.
The manufacturer FP has established reliability, safety and applicability.
The manufacturer cannot assess the reliability, safety and applicability for products
not approved by FP, and therefore not vouch for such products.
Full functionality of the PostBase Vision franking system is only guaranteed at the
time of delivery if genuine FP ink cartridges are used.
• Use the supplied power and connection cables or cables that have been approved
by FP. Make sure that the cables are not damaged.
• When handling ink cartridges, observe the hazardous substance labelling and the
product information enclosed with each package.
Avoid eye contact with the ink. Ingestion of the ink can be harmful to health.
Keep ink cartridges away from children. Detailed information can be found on the
Material Safety Data Sheet, available at sdb.francotyp.com.
General safety instructions
• Set up and install the PostBase Vision franking system as described in the
‘Installation and commissioning’ section.
• Never transport the PostBase Vision franking system by attachments such as weigh-
ing platform, label compartment, display or drawer. The best way to transport the indi-
vidual components is to hold them on the side at the bottom in the recesses on the
housing.
• If the franking system was previously in a cold environment (i.e. below 10 °C /
50 °F): Unpack the franking system and wait at least two hours before setup and
installation of the PostBase Vision franking system. The PostBase Vision needs
this time to adapt to the environmental conditions allowing any condensed moisture
to escape.
• The ‘PostBase Vision Feeder’ is designed for operation on the PostBase Vision
franking machine. The Feeder cannot be operated without being connected to the
PostBase Vision franking machine.
• Only have maintenance and repair work carried out by qualified personnel
approved by FP. Otherwise any warranty claims may become void.
• Note: When a letter is fed, letter transport will start automatically after a short delay.

PostBase Vision
10
2 PostBase Vision franking system – Short profile
2.1 Things worth knowing about the PostBase Vision
PostBase Vision is the perfect mailing solution for small to
mid-sized volumes. Easy to use and intuitive with a large,
motorised tilting 5" colour touchscreen. The new print system
with only one ink cartridge ensures clean, offset-free prints.
Modular design The modular design is flexible and can be easily upgraded
via software attributes or hardware add-ons. The basic model
consists of the PostBase Vision franking machine with built-
in scale, hand feed tray and a catch tray.
The basic model can easily be upgraded, e.g. add the auto-
matic feeder with sealer.
The PostBase Vision franking system is available in various
variants with speeds ranging from 35 letters per minute to
85 letters per minute.
Intuitive operation After turning on with the touch of a button, the home screen
is displayed with an intuitive layout and design to make mail
processing easy. PostBase Vision also displays on-screen
guidance for certain functions such as changing the ink car-
tridge. With this operating concept, even inexperienced and
occasional users can easily operate the PostBase Vision
franking system.
Franking Simply position the mail piece – the PostBase Vision will
take the mail piece and frank it, after which it is exited to the
right side ready for dispatch.
Franking is possible on mail pieces made of ink-absorbing
material – postcards to envelopes up to ISO B4 and with max-
imum thickness of 10 mm – and special self-adhesive labels.
Letters as
advertising medium
In addition to printing postage, you can print two custom
advertisements of your choice on every mail piece you
send. These can be graphical advertisements, logos or
printed text messages.
Adding postage Adding postage is easy by downloading it directly from FP’s
data centre. A low postage warning can be set and the post-
age available is always displayed prominently on the home
screen.

PostBase Vision franking system – Short profile 11
Remote services:
Flexible and up to date
Connecting daily, the PostBase Vision ensures that you are
always compliant and using the most current postal rates.
All updates including rates, custom printable advertise-
ments, software updates, feature updates or cost accounts
are loaded into your franking system via a synchronisation.
Bilingual (Welsh / English)
‘Delivered by Royal Mail’ mark
The ‘Delivered by Royal Mail’ mark is available in the Welsh
language upon direct request to FP. The current print image
data is then downloaded to your PostBase Vision via a syn-
chronisation.
Access control The PostBase Vision franking system can be protected
against unauthorised use via a PIN.
www.discoverFP.com The discoverFP customer portal is available to all users of
the PostBase Vision franking system. Your password-
protected access will provide you with all the important infor-
mation about your franking system, for example, account
management (orders, contracts, invoices, etc.), information
and updates, consumable supplies and much more.
The discoverFP customer portal is the place where you can
conveniently manage cost accounts, user profiles, advertise-
ments and access franking system analytics and reporting. .
Additional functions The PostBase Vision franking system offers a range of con-
venient additional functions. Among these are:
– The space saving integrated scale quickly and reliably
determines the weight of mail pieces necessary for
postage calculation.
–Shortcuts for frequently used postal products.
–Cost account function for recording and evaluating
postage costs by cost account.
–Label printing.PostBase Vision can print self-adhesive
labels, for large or thick mail pieces or for envelopes that
are not suited for ink-jet printing.
–Print postage download and registers receipt.
–‘Received’ stamp with date / time for labelling incoming
mail.

PostBase Vision
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Options The following options are available for expanding the basic
model and enhancing its functionality:
–PostBase Vision Feeder (Autofeeder with Sealer).
Place a stack of letters for hands-free operation and seal-
ing of envelopes.
–PostBase Vision Feeder plus. The Advanced Auto-
feeder with Sealer.
–Hand-feed Sealer. Manually feed the open envelope
through the sealer and the flap will be moistened and
closed during franking.
– For larger volumes, the high capacity Drop Stacker can
hold up to 250 letters. Mail can easily be removed during
operation keeping the mail moving.
–Differential weighing speeds processing mixed weight
mail. Place the entire stack of mail on the integrated scale.
As each piece is removed, the weight is calculated.
– PPI feature. Print PPIs (Printed Postage Impression)
onto the mail pieces to indicate that the postage has been
paid. When sending large volumes of mail, PPIs offer a
convenient alternative to regular franking.
–DX feature. Franking mail pieces for dispatch by private
carrier DX.
For an overview of PostBase Vision variants and equipment
details, please refer to page 189.

PostBase Vision franking system – Short profile 13
2.2 PostBase Vision franking machine
Label compartment
ON/OFF button
Catch tray
Scale with weighing platform
Drawer
Access flap to print system
Drawer latch lever
Hand feed tray (illustrated here)
Optional: hand-feed Sealer
Stylus for touch screen operation
(is inserted on the right of the
display housing)
Touch screen
(motor adjustable)

PostBase Vision
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Franking machine – rear view
USB port
Power connection
PC connection
(not used)
Ethernet / LAN port
Cover flap, at rear
security device (PSD)
Slider for unlocking
the security device
Type plate
(on the bottom side)
CAN BUS
(Feeder connection)
Emergency release
for ink cartridge

PostBase Vision franking system – Short profile 15
2.3 PostBase Vision Feeder (optional)
Brush for moistening
envelope flaps
(under roller transport)
Flap with viewing pane, below
– Sealant tank
– LED status indicator
Letter guide (adjustable)
Ramp
Seal / non seal switch
Open flap:
Press key
Roller transport
Release button (move
roller transport upward)
Latch lever
(adjust inclination)
Safety sign
Pendulum
Sensor for
letter detection

PostBase Vision
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Feeder – rear view
Power connection
Termination plug (plugged in
the factory)
Tray with
sealer sponge
Catches (lugs) for coupling
with the franking machine housing CAN BUS (connection to
franking machine)
Type plate

Installation and commissioning 17
3 Installation and commissioning
This chapter describes how to set up and install the PostBase Vision franking system
in the following versions
– with hand feed tray (basic model)
– with the ‘Hand-feed Sealer’
– with the ‘PostBase Vision Feeder’.
Caution! Follow the steps for setup and installation of the PostBase Vision
franking system in precisely the given order to ensure successful installation.
Step 1: Unpacking and checking the contents of the package
• Unpack all the boxes.
Keep the packing. Use it again if you need to
transport the franking system or send it in to
the Customer Support.
• Check that the contents of the packages
are complete and free from any damage.
The scope of delivery is listed on the
following pages.
Warning! Damage or the absence of parts
can lead to injuries and hazards due to
electrical voltage.
Do not start operating the PostBase Vision
franking system if parts are damaged or miss-
ing. Please contact FP Customer Support.

PostBase Vision
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Scope of delivery
PostBase Vision franking machine
(1 box)
Standard configuration:
Sealer
(1 box)
Optional, only if ordered separately
12
3
4
5
6
7
8
910
1PostBase Vision franking machine
2Weighing platform
3Ink cartridge (packaged)
4Hand feed tray
5Power cable
6Ethernet cable
7Catch tray and stop
8Labels
9Installation and safety (brochure)
10 Quick Reference Guide (leaflet)
Extra delivery (by e-mail or postal mail)
❑R-PIN (Repository-PIN)
1
2
1Hand-feed Sealer
2Bottle of SEALIT (sealing fluid)

Installation and commissioning 19
Optional, only if ordered separately
PostBase Vision Feeder
(2 boxes)
Drop Stacker
(1 box, not illustrated)
The delivery package of the Drop Stacker is
shown and listed in the installation instruc-
tions which come together with the Drop
Stacker.
1
3
4
5
62
1Feeder (automatic feeder with sealer)
2Power cable
3Bottle of SEALIT (sealing fluid)
4Replacement sponge holder with sponge
5Ramp
6Pendulum

PostBase Vision
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Step 2: Assembling the PostBase Vision
Installation site The installation site for the PostBase Vision
franking system must meet the following
requirements:
– Firm, level, low vibration and horizontal
base, which offers sufficient space for the
franking system in the ordered configura-
tion. The dimensions of the individual com-
ponents can be found at page 185.
– Room temperature in the range from 15 °C
to 35 °C / 59 °F to 95 °F.
– No direct sunlight.
– Relative humidity within a range of 15% to
80%, non-condensing.
– Power outlet in the immediate vicinity.
– Network LAN or Wi-Fi connection with
internet access.
• The PostBase Vision franking machine
must be placed on a suitable surface.
• Remove the protective film from the
display.
Assembling the weighing platform
• Hold the weighing platform as shown in
the illustration and place it onto the scale
receptacle. The long slot in the foot of the
weighing platform must slide in the coun-
terpart on the scale receptacle.
Long slot