FP PostBase User manual

Franking system
Operator Manual

PostBase One Franking System
2
About this Manual
This Operator Manual is directed at the users of the
PostBase One franking system.
Please read this operator manual before using the
PostBase One franking system. Please keep this manual near
the system for quick reference.
This manual covers all configurations and equipment options of
the PostBase One franking system. Functions that are only
available for particular system configurations are marked by an
additional note, e.g. (PostBase One Bulk Ink).
Quick Reference Guide The quick reference guide covers a selection of frequently used
functions.
In this manual, the product name appears in its plain form
‘PostBase One’.
Safety tips The following keywords and signs identify the safety tips in this
manual:
Warning! indicates a potential hazard that may result in injury
or environmental damage.
Warning of hand injuries! This sign is also used to identify
hazardous areas of the franking system.
Caution! indicates a potential hazard that may result in dam-
age to the franking system or impair the franking process.
Text features and
symbols
The following symbols and text features are used in this
Operator Manual:
• Bullets precede instructions.
– Dashes precede list items.
Menu names and options from the operating menu are written
in small capitals, e.g. MENU.
A tip offers advice or additional suggestions for improving the
operation.
Illustrations The display illustrations in this manual are general examples
that may differ from the actual display on your PostBase One.

Contents 3
About this Manual _____________________________________________2
1 Safety tips ____________________________________________________7
2 A short description of the PostBase One ___________________________ 9
3 The basics of operation ________________________________________13
3.1 Turning the PostBase One on / off __________________________13
3.2 Standby ______________________________________________14
3.3 Adjusting the display inclination ____________________________15
3.4 Setting the letter catch tray _______________________________15
3.5 Adjusting the feeder (optional) ______________________________16
3.5.1 Adjusting the letter path __________________________________16
3.5.2 Separation function _____________________________________17
3.5.2.1 Recommended settings for separation (overview) ______________17
3.5.2.2 Adjusting the pressure ___________________________________18
3.5.2.3 Adjusting the separation _________________________________19
3.6 Sealing function (optional) _________________________________21
3.7 Screen elements and operation philosophy ___________________22
3.7.1 The touch screen _______________________________________22
3.7.2 The Home screen ______________________________________24
3.7.3 The Product Calculation menu _____________________________25
3.7.4 The Menu _____________________________________________26
3.7.5 Lists _________________________________________________27
3.7.6 Adjustment menus ______________________________________27
3.7.7 Pop-up windows ________________________________________28
3.7.8 Procedures (wizards) ____________________________________29
3.8 Zero test print __________________________________________29
4 Setting the franking imprint _____________________________________33
4.1 Postage / Royal Mail product ______________________________34
4.1.1 Setting a product via shortcut _____________________________35
4.1.2 Setting mailing data and weighing __________________________36
4.1.2.1 PostBase One with static scale – normal weighing _____________36
4.1.2.2 PostBase One with static scale – differential weighing (optional) ____38
4.1.2.3 PostBase One with dynamic scale (optional) ___________________41
4.1.3 Setting the weight manually _______________________________43
4.2 Date _________________________________________________44
4.3 Advertising imprints _____________________________________45
4.4 Special features of product setting __________________________46
4.4.1 Business Mail (optional) ___________________________________46
4.4.2 Pre-Pay Reply _________________________________________47

PostBase One Franking System
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5 Franking ____________________________________________________ 48
5.1 Changing the user ______________________________________ 48
5.2 Setting / changing the account ____________________________ 49
5.3 Positioning and franking letters ____________________________ 50
5.3.1 Hand feed tray _________________________________________ 50
5.3.2 Feeder – batch processing (optional) _________________________ 51
5.3.2.1 Preparations __________________________________________ 51
5.3.2.2 Positioning letters in stack ________________________________ 53
5.3.2.3 Using the batch counter _________________________________ 54
5.4 Franking labels ________________________________________ 56
5.5 Displaying and clearing down the item counter ________________ 59
6 Displaying and printing registers ________________________________ 60
7 Download postage ____________________________________________ 61
8 PostBase One with PC connection ______________________________ 62
9 Printed Postage Impression – PPI (optional) _________________________ 65
10 Using the DX feature (optional) ____________________________________ 67
10.1 Things worth knowing about the DX feature __________________ 67
10.2 Franking DX mail _______________________________________ 68
10.3 Displaying DX information ________________________________ 69
10.4 Displaying and printing DX information (example Navigator) _________ 70
11 Alternative Carrier Mode (optional) ________________________________ 71
11.1 Start Alternative Carrier Mode _____________________________ 71
11.2 Features and settings in Alternative Carrier Mode ______________ 72
11.3 Franking in the Alternative Carrier Mode _____________________ 73
11.4 Exit Alternative Carrier Mode _____________________________ 73
12 Special imprints and functions __________________________________ 74
12.1 Stamping incoming mail (optional) ___________________________ 74
12.2 Advert Only ___________________________________________ 76
12.3 Print Numbers _________________________________________ 78
12.4 Feed Only / Count mail pieces ____________________________ 79
12.5 Seal Only (optional) ______________________________________ 80

Contents 5
13 Account administration ________________________________________81
13.1 Switch account administration on / off _______________________81
13.2 Display account information _______________________________82
13.3 Set one account to zero __________________________________82
13.4 Set all accounts to zero __________________________________82
13.5 Print account report (optional) ______________________________83
14 Advanced settings & system information__________________________85
14.1 System information _____________________________________85
14.2 Display brightness ______________________________________85
14.3 Tone signals ___________________________________________86
14.4 User interface language __________________________________87
14.5 Standby time __________________________________________87
14.6 Product after Standby ___________________________________88
14.7 Auto Off ______________________________________________88
14.8 Connection to data centre ________________________________89
14.9 View contact information _________________________________92
14.10 Access control / PIN _____________________________________92
14.11 Switch PC Software Mode on / off __________________________93
14.12 Auto Postage Download _________________________________94
14.13 Uploading product data __________________________________96
14.14 Advert counter _________________________________________97
14.15 Adjusting moistening (PostBase One with sealer) ___________________98
14.16 Remote Services _______________________________________ 98
15 Maintenance and care __________________________________________99
15.1 Cleaning the PostBase One franking system _________________99
15.2 Print system: show ink level / status _______________________100
15.3 Changing the ink cartridges ______________________________101
15.4 Changing the print heads (PostBase One Bulk Ink) ________________106
15.5 Changing the ink tank (PostBase One Bulk Ink) ___________________113
15.6 Aligning ink cartridges / print heads ________________________116
15.7 Cleaning the print system _______________________________118
15.7.1 Starting automatic print system cleaning ____________________118
15.7.2 Cleaning ink cartridges / print heads by hand ________________119
15.8 Replacing the ink fleece _________________________________121
15.9 Topping up sealing liquid (PostBase One with sealer) _______________123
15.10 Clean / replace the sponge (PostBase One with sealer) _____________125
15.11 Calibrating the touch screen _____________________________127
15.12 Replacing the battery ___________________________________128

PostBase One Franking System
6
16 Tips for troubleshooting ______________________________________ 130
16.1 Error messages _______________________________________ 130
16.2 Possible causes and remedy _____________________________ 131
16.3 Clearing a letter jam in the feeder _________________________ 141
16.4 Clearing a letter jam in the sealer _________________________ 142
16.5 Safety cap has been released – letter transport stops _________ 143
17 Decommissioning and disposing of the franking system ___________ 144
Appendix
Graphical symbols, safety signs and product safety labels
on the PostBase One franking system _____________________________ 145
User interface symbols (overview) ________________________________ 147
Moving the PostBase One to another location _______________________ 153
Glossary ____________________________________________________ 173
Technical Data _______________________________________________ 175
PostBase One – components ________________________________ 175
PostBase One – system configurations ________________________ 177
PostBase One – Equipment _________________________________ 178
Ink cartridges / Print heads / Ink tank __________________________ 179
Mail piece specifications for franking ___________________________ 180
Envelope specifications for automatic feeding ___________________ 181
Envelope specifications for sealing ____________________________ 182
Franking machine supplies __________________________________ 183
The Security Device _______________________________________ 183
Declaration of Conformity _______________________________________ 184
License _____________________________________________________ 185
Security Declaration for data usage _______________________________ 187
Index _______________________________________________________ 189
PostBase One franking system (overview) __________________________ 198
Service _____________________________________________________ 203

Safety tips 7
1 Safety tips
PostBase One is a digital franking system with ink-jet print technology for franking
mail. PostBase One complies with the pertinent safety regulations for office informa-
tion equipment.
Please observe the following tips for your own safety.
Prevention of electrical hazards
• Operate the PostBase One franking system only on grounded single-phase power
sockets. Make sure your office power supply conforms to the power requirements
indicated on the serial number plates.
• Make sure the sockets for connecting the PostBase One franking system are close
by and easily accessible at all times.
• Pull the power plugs in case of an emergency. Call the FP aftersales service.
• Take special care that no foreign objects penetrate the franking system’s interior.
• Be extremely careful when handling liquids.
• If you fill the sealant tank, make sure not to wet any parts connected to the mains.
• Never cover the ventilation slots of the housing while the PostBase One franking
system is switched on.
• Pull the power plugs prior to cleaning the PostBase One franking system.
Prevention of mechanical hazards
• Do not reach into the danger areas marked with safety signs.
• Keep long hair, fingers, loose clothing pieces, ties, shawls, jewelry 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. In case of an error (jam or unauthorised interfer-
ence), the safety cap – a small part of the housing located at the letter exit of the
franking machine – is released and the transport stops. You have to bring the safety
cap back into position before you can go on using the PostBase One. By no means
must you try to block or fasten the safety cap.

PostBase One Franking System
8
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. The full functioning
of the PostBase One franking system at the time of delivery can only be guaran-
teed when using original Francotyp-Postalia ink cartridges / print heads and ink
tanks.
• Only use the power supply unit (PSU) supplied with the sealer or one that has been
approved by Francotyp-Postalia. Make sure that the power supply unit and its ca-
bles are not damaged.
• Ingestion of the ink can be hazardous to health. Avoid contact with the eyes. Keep
the ink cartridges / print heads and ink tanks away from children. Further instruc-
tions for use are enclosed with the ink cartridges / print heads and ink tanks.
• Use the supplied cables or cables that have been approved by Francotyp-Postalia.
Make sure that cables are not damaged.
• We recommend to use only the batteries provided by Francotyp-Postalia.
The manufacturer FP has established reliability, safety and applicability.
Observe the instructions enclosed with the battery for correct use and disposal.
General safety tips
• Installation and commissioning of the PostBase One franking system have to be
done by qualified personnel authorised by Francotyp-Postalia.
• Do not use attached parts like the hand feed tray, the protective glass, the display,
or the label dispenser as ‘handles’ during transport. The best way to handle the
components is to hold them at the lower part of the housing at the clearance
normally used for the housing connectors.
• If you wish to dismantle, pack, transport, and reinstall the PostBase One franking
system on a new location, observe the specific notes on page 153.
• The PostBase One franking system is not intended for use in the immediate vicinity
of a VDU workstation. To prevent distracting reflections on a VDU workstation, this
product must not be placed in the immediate field of vision.
• Have maintenance and repair work done only by qualified personnel authorised by
Francotyp-Postalia. Otherwise, your warranty may become void.

A short description of the PostBase One 9
2 A short description of the PostBase One
PostBase One is a digital franking system for medium to
high mail volumes featuring a touch screen.
With its distinctive feature, the vertical letter transport, it can
automatically process mail pieces of all sizes – ranging from
a post card to letters ISO B4 with a thickness of up to
20 mm.
The reliable ink-jet technology delivers clean franking
imprints.
Modular concept The modular concept allows for a flexible adaptation of the
franking system to the type and amount of your outgoing
mail. The basic version, consisting of the PostBase One
franking machine with hand feed tray, the static scale, and
a letter catch tray, can easily be extended using compo-
nents for automatic feeding, moistening / sealing, and
dynamic weighing.
The PostBase One franking system comes in two variants:
with standard ink cartridges and with Bulk Ink supply.
PostBase One Feeder
PostBase One Sealer
PostBase One Dynamic Scale
PostBase One Franking Machine
PostBase One Power Sealer
Static Scale
Label dispenser
Letter catch tray
Stacker

PostBase One Franking System
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Mailmark™ Your PostBase One is part of a new generation of
Mailmark™ franking machines.
This means you benefit from the many features of this new
Royal Mail service like discounts and traceability.
Mailmark™ also comes with a new design of the franking
imprint of which the main distinguishing mark is the 2D bar-
code. In this machine-readable barcode, all important infor-
mation is stored.
Intuitive operation The PostBase One franking system is characterised by
intuitive operation: You switch the entire franking system on
or off by simply pushing the rocker switch.
For all other operations, the clearly designed user interface
in the 4.3 inch colour display guides you fast and easy to the
desired results.
Franking The Home screen shows all relevant information on the
franking process at a glance. You simply select a postal
product and position the mail piece – PostBase One will
seize the letter and frank it, after which it is exited to the right
side ready for dispatch.
Franking is possible on letters and postcards made of ink-
absorbing material and special self-adhesive labels.
Letters as
advertising medium
In addition to printing postage, you can print up to two
advertising imprints of your choice on every mail piece you
send. Advertising imprints may be graphical adverts / logos
or SMS text messages.
PostBase Navigator
(NavigatorBasic)
For an even more user-friendly operation of the
PostBase One franking system via PC, use the Navigator
software that is downloadable on our website.
In addition to its ease of use, NavigatorBasic offers an
extended functionality, e.g. setting your frequently used
postal products as shortcuts and entering / editing text mes-
sages.
Download postage You conveniently download the postage for franking online
from the data centre into your franking system.
If desired, PostBase One can also, by itself, make sure
there is always sufficient postage available and prompt you
automatically to download postage.

A short description of the PostBase One 11
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 One via the Remote Services function.
Remote Services:
flexible and up to date
PostBase One ensures you are always using the current
Royal Mail postal rates. Whether new postage rates, new
adverts or a software update – the franking system down-
loads current data from the data centre.
Additional functions The PostBase One franking system offers a range of con-
venient additional functions. Among these are:
– The external static scale quickly and reliably determines
the weight for mail pieces of up to 7 kg. The determined
weight directly affects the product settings.
–Shortcut function for frequently used postal products.
–Account function for separate registration and billing of
postage costs.
–Printed Postage Impressions (PPIs). When sending
large quantities of mail, PPIs offer a cost-efficient alterna-
tive to regular franking.
–Access control – The PostBase One can be protected
against unauthorised use via a PIN.
–Label dispenser to print self-adhesive labels, for large or
thick mail pieces or for envelopes that are not suited for
ink-jet printing.
–Print lists of register states and loading report.
Options The following options are available to extend the base
model and its range of functions:
–PostBase One Feeder. Separates the letters individually
from the stack and transfers them to the franking
machine. Letters can be added during operation.
–PostBase One Sealer – for mail pieces with a thickness
of up to 7 mm. The envelope flap is moistened in the seal-
er module and firmly pressed down in the power sealer.

PostBase One Franking System
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Further options –PostBase One Dynamic Scale. The dynamic scale (for
mail pieces up to 1 kg) detects the weight and size of the
mail piece while transporting it to the franking machine.
Both values are transmitted to the franking machine,
which automatically determines the correct product set-
ting – this is especially useful for handling of mixed mail.
–Differential weighing – a special weighing mode of the
static scale that helps you save time when weighing and
franking large amounts of similar mail pieces.
–Stacker for shingled stacking of franked mail pieces. The
stacker holds up to 350 letters and can be used with all
configurations and equipment options of the
PostBase One franking system. As a separate, additional
component, it is positioned to the right of the franking sys-
tem, replacing the letter tray.
–Alternative carriers. Franking mail pieces for dispatch
by a private carrier.
–DX feature. Franking mail pieces for dispatch by private
carrier DX.
–Incoming mail stamp for registering incoming mail.
–NavigatorPlus – In addition to NavigatorBasic’s entire
functionality, NavigatorPlus offers easy to handle admin-
istration and report features.
–MailReport for registering, managing and reporting post-
age costs for any number of accounts.

The basics of operation 13
3 The basics of operation
In this chapter you will learn about the basic functions of the PostBase One franking
system and how to handle the touch screen.
3.1 Turning the PostBase One on / off
The PostBase One franking system can remain connected to mains all the time to
ensure it is always ready for use. Use the rocker switch to turn the franking system
ON and OFF.
Turning on
• Press the rocker switch for about one
second.
The display lighting switches on. The
PostBase One performs a self test and then
displays the Home screen.
Depending on the setting, you are prompted
to choose a user and enter the PIN.
Turning off
• Press the rocker switch for three seconds.
The PostBase One will complete any current
actions and then switches off. The display
light goes out.
Your PostBase One Mailmark™ franking
system needs to upload product usage data
daily. If you keep your PostBase One
switched on and connected to the internet,
this will happen automatically each day at
midnight.

PostBase One Franking System
14
Disconnecting the PostBase One from
mains
Caution! Make sure to always turn the
PostBase One off by pressing the rocker
switch for three seconds before disconnect-
ing the PostBase One from mains. Never pull
the power plug or separate the power supply
in any other way before the printing system
has reached its sealed position. This is the
only way to prevent drying up and to ensure
a permanently high print quality.
• Press the rocker switch for three seconds
to turn the franking system off.
• Unplug the power cable from the socket.
3.2 Standby
The PostBase One franking system will go to
standby automatically if it is not used for
some time.
The display is dark in standby.
You can ‘wake up’ PostBase One by briefly
touching the display. Alternatively, you can
briefly press the rocker switch.
3 seconds

The basics of operation 15
3.3 Adjusting the display inclination
• Press the key below the display and set
the display in the desired position. The
adaptation mechanism features several
catches.
• Release the key.
3.4 Setting the letter catch tray
The catch tray can be adapted to different envelope sizes – up to ISO B4
(250 mm x 353 mm).
• Adjust both catch brackets so that the
franked mail pieces easily slide into the
catch tray and are neatly stacked.

PostBase One Franking System
16
3.5 Adjusting the feeder (optional)
3.5.1 Adjusting the letter path
You always have to adjust the feeder according to the thickness of the letters being
processed. With the slider (thickness) you adjust the letter path of the separation to
the thickness of the letters. Thereby, you avoid too many letters being fed at once.
There are three settings possible: narrow, medium and wide letter path.
• Release the slider “thickness” by pressing
down slightly and move it to appropriate
position.
Slider (thickness)
Letter path – possible settings and their meaning:
Narrow letter path to process thin letters up to a thickness of
2mm
Medium letter path to process letters of medium thickness
3mmto5mm
Wide letter path to process letters of a thickness more than
5mm

The basics of operation 17
3.5.2 Separation function
In most cases, you can use the default setting. In case of letters with ‘critical’
demands for separation, you can adjust the feeder easily.
In the following cases, an adjustment is recommended:
– very thick letters
– very heavy letters
– thin, unstable letters
– letters with sensitive surfaces.
These ‘critical’ letters constitute only a small fraction of the whole amount of letters
processed.
Not processable:
– very soft and unstable letters
– rigid letters (books, catalogues etc.).
3.5.2.1 Recommended settings for separation (overview)
Setting Left lever
(separation)
Right lever
(pressure)
1Soft and unstable letters
2Thick letters
7 mm and more
3 Default setting
(recommended)
4Very heavy letters with
strong stiffness

PostBase One Franking System
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3.5.2.2 Adjusting the pressure
The pressure needs only adjustment if problems occur while processing letters.
Typical cases:
– exceptionally thick or heavy letters are not drawn in
– the gap between letters drawn in is too large.
• Remove the cover from the feeder using
both hands.
• Turn the right lever to appropriate position.
Pressure – possible settings and their meaning:
default setting
increased pressure
(stronger driving for thick and heavy letters)

The basics of operation 19
• Re-place cover on feeder. The cover must
latch audibly.
3.5.2.3 Adjusting the separation
The separation needs only adjustment if problems occur while processing letters.
Typical cases:
– soft, unstable letters and letters with sensitive surfaces are damaged
– large, unsealed letters are bent during processing.
• Remove the cover from the feeder using
both hands.
• Turn the left lever to appropriate position.

PostBase One Franking System
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• Re-place cover on feeder. The cover must
latch audibly.
If you have to adjust the pressure and the
separation regularly:
There is a special cover with an aperture for
direct access to the levers available. Remov-
ing that cover is not necessary.
For questions regarding the refitting of your
automatic feeder, please contact the FP
aftersales service.
Separation – possible settings and their meaning:
decreased separation
(if sensitive letters are being damaged)
default setting