Neopost IS-420 User manual

User Guide
IS-420
Mailing system

4155900M/A
03/08/2011 ORIG0518-2
CONTROL PANEL DESCRIPTION INSIDE

4155900M/A
03/08/2011 ORIG0518-3
CONTROLPANEL

Table of Contents
1Read this First 1
1.1 What you will Find in this Manual..............................................3
1.2 Safety Requirements.................................................................5
2Meet Your Mailing System 11
2.1 System Layout.........................................................................13
2.2 Accessories .............................................................................15
2.3 Control Panel Features ...........................................................16
2.4 Connections ............................................................................19
2.5 Power Management ................................................................21
3Processing Mail 23
3.1 Choosing a Type of Stamp......................................................25
3.2 Preparing and Starting your Work Session.............................27
3.3 Processing [Standard] Mail .....................................................33
3.4 Printing [PPI] Mail (if available on the model) .........................43
3.5 [Date Correction] Mode (if available).......................................49
3.6 [Amount Correction] Mode (if available)..................................52
3.7 Printing [Received] for Incoming Mail......................................55
3.8 Running [No Printing] Mail.......................................................57
3.9 Settings Details .......................................................................59
3.10 Advanced Operations..............................................................72
4Money Operations 75
4.1 Overview .................................................................................77
4.2 Managing Funds......................................................................78
4.3 Unlocking the PSD (Postal Inspection) ...................................81
5Managing Accounts and Assigning Rights 83
5.1 Accounting and Assigning Rights Overview ...........................85
5.2 Selecting an 'Account Mode'...................................................86
5.3 Guidelines to Setup an Account..............................................87
5.4 Selecting an 'Account Mode'...................................................91
5.5 Managing Accounts.................................................................92
6Reports 99
6.1 Reports Overview..................................................................101
6.2 Generating a Report..............................................................103
6.3 Counter Data .........................................................................104
6.4 Postage Data.........................................................................106
6.5 Funds Data............................................................................108
6.6 Account Data.........................................................................110
6.7 System Data..........................................................................113

7Online Services 115
7.1 Online Services Overview..................................................... 117
7.2 Connecting to Online Services ............................................. 118
7.3 Uploading Statistics .............................................................. 121
7.4 System Online Services........................................................ 122
8Configuring your Mailing System 123
8.1 Settings Overview ................................................................. 125
8.2 Logging in / out as the Supervisor ........................................ 126
8.3 Changing the Display Language .......................................... 127
8.4 Enabling/Disabling Sounds................................................... 128
8.5 Display Settings .................................................................... 129
8.6 System Time-outs and Settings............................................ 130
8.7 High Value, Low Funds Warnings and PIN Codes (if present) ..
133
8.8 Weighing Settings................................................................. 135
8.9 Postage Imprint Default Settings .......................................... 140
8.10 Imprint Memories .................................................................. 145
8.11 Connection Settings.............................................................. 148
8.12 Time and Date Management ................................................ 150
9Options and Updates 151
9.1 Options and Updates Process.............................................. 153
9.2 Using the Mailbox ................................................................. 154
9.3 Managing Options................................................................. 156
9.4 Managing Custom Text Messages (if available) .................. 158
9.5 Managing Ad Die .................................................................. 160
9.6 Managing Postal Rates......................................................... 162
9.7 Managing Prepaid Imprints (PPI).......................................... 163
9.8 Updating System Software ................................................... 165
10 Maintaining your Mailing System 167
10.1 Maintaining the Ink Cartridge................................................ 169
10.2 Filling the Moistener (if available) ......................................... 176
10.3 Cleaning the Mail Path.......................................................... 177
10.4 Maintenance Processes ....................................................... 178
11 Troubleshooting 181
11.1 Paper Jamming..................................................................... 183
11.2 Label Jamming...................................................................... 184
11.3 Weighing Problems............................................................... 185
11.4 Diagnostics and System Data .............................................. 186
12 Specifications 189
12.1 Mail Specifications ................................................................ 191
12.2 Recommended Operating Conditions .................................. 192
12.3 General Specifications.......................................................... 193
12.4 Operating Specifications....................................................... 194
Index 195

Read this First
This section contains important information about safety precautions and environ-
mental recommendations to operate your equipment in the best possible conditions.
1.1 What you will Find in this Manual..........................................3
1.2 Safety Requirements ..............................................................5
How to Disconnect your Mailing System........................................................................... 9
1 Read this First

Read this First
2
1

Read this First
3
1
What you will Find in this Manual
1.1 What you will Find in this Manual
Section 1: Read this First
Make sure your have read and fully understood the safety requirements in
this section. This section also includes a list of acronyms and symbols used
in the manual.
Section 2: Meet Your Mailing System
System features, reference descriptions of elements and controls, mail for-
mat and how to power your Mailing System off.
Section 3: Processing Mail
Processing mail using the mailing system: choosing a type of task, weighing,
selecting a rate, sealing your mail, running batches, etc.
Section 4: Money Operations
Loading postage funds.
Section 5: Managing Accounts and Assigning Rights
How you can change accounts as a user, or set up accounts and control
access to the Mailing System as the supervisor.
Section 6: Reports
How you can generate and print out reports for the Mailing System usage,
funds usage, account usage, etc.
Section 7: Online Services
Using your Mailing System to access Online Services and connect your sys-
tem for upgrades.
Section 8: Configuring your Mailing System
All the specifications of your Mailing System you can set up as a user (tem-
porary settings) or supervisor (default settings).
Section 9: Options and Updates
How to update/upgrade your system and modify the stamp (custom texts
and ad dies, rates...).
Section 10: Maintaining your Mailing System
Changing the ink cartridge and maintaining other system components.
Section 11: Troubleshooting
What to do when a problem occurs: jamming, bad sealing, poor printing etc.
Section 12: Specifications
Detailed specifications of your Mailing System.

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1
Symbols
This manual uses the symbols listed below.
Glossary
This manual uses the acronyms listed below.
This symbol... Indicates...
WARNING: indicates a human safety hazard.
ATTENTION: brings to your attention a risk for equipment or
mail that could result from an action you may perform.
NOTE: remark that explains different scenarios or situations.
TIP: advice to help save you time when processing your mail.
SUPERVISOR: indicates that you have to log in as the supervi-
sor (using the supervisor PIN) to perform the procedure. Post-
age functions of the Mailing System are not accessible in this
mode.
Acronym Description
ALD Automatic Label Dispenser
Ascending Total postage used
Credit Postage amount available
ELD External label dispenser
ID IDentification
LAN Local Area Network: link between computers
MAS Mail Accounting Software: allows you to remotely manage mailing
accounts and associated reports.
PC Personal Computer
PIN Personal Identification Number
PSD Postal Security Device (Meter)
WP Weighing Platform

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1
Safety Requirements
Power Connection
Before connection, check whether the Mailing System is suitable for the local AC
power voltage; refer to the type plates at the back of each system component.
•Use an outlet located near the system that is easily accessible. As the power
supply cord is the system disconnecting device, do not route the power cord
between pieces of furniture or over sharp edges.
•Avoid using outlets controlled by wall switches or shared by other equipment.
•Make sure there is no strain on the power supply cord.
Compliance
Energy Star compliance
Your mailing machine is Energy Star compliant: it helps you to save energy and
money while protecting the environment.
Environmental compliance
A program is implemented for the recycling of worn mailing machines and machines
at the end of their lifetime. Contribute in a responsible way to the environmental pro-
1.2 Safety Requirements
THIS SYSTEM MUST BE GROUNDED
•Only connect the power plug to an outlet provided with a pro-
tective ground contact.
•To reduce the risk of fire, use only the power cord supplied with
the Mailing System.
•Do not use ground adaptors.
•Do not use this product on a wet floor or near water.
•In case of liquid spillage, disconnect the power cord from the
outlet and proceed with cleaning.

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1
tection by consulting your retailer internet site, or by contacting him. He will inform you
of the collection and treatment processes of these machines.
CE compliance
Products presented in this guide are conform to requirements of directives number
73/23/CEE and 89/336/CEE.
This is a class A product. Operation of this equipment in a resi-
dential area is likely to cause harmful interference in which case
the user will be required to correct the interference at his own
expense.

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1
General Safety
•Before using your Mailing System, thoroughly read the operating instructions.
•To reduce the risk of fire, electric shock and injury to persons, follow normal and
basic safety precautions for office equipment when using your Mailing System.
•To avoid damage, only use approved supplies (ink, tape, cleaners...).
Follow the additional safety precautions below:
•Do not place lit candles, cigarettes, cigars, etc. on the Mailing System.
•When removing jammed material, avoid using too much force to prevent personal
injury and damaging components.
•When lifting covers, wait for all parts to stop moving before placing hands near the
feeder path or printhead.
•To prevent overheating do not block the ventilation openings or try to stop the
power supply fans.
•Do not remove bolted covers as they enclose potentially hazardous parts that
should only be accessed by a Service Representative.
The Mailing System contains moving parts. Keep fingers, long
hair, jewellery, neck ties, loose clothing away from the mail path at
all times.

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1
Telephone and LAN Connections
Your Mailing System uses the telephone network to connect to the Postal Services
and to your customer online services.
You may also use a LAN (high speed internet connection) to connect to your
customer Online Services and to a mail accounting software (MAS), located on a
separate PC.
Analog phone (4 wires)
Network/PC LAN (8 wires)
Follow the additional precautions below:
•Avoid using your system during an electrical storm; as there may be a risk of elec-
trical shock from lightning.
•Do not install telephone jacks or LAN connectors in a wet location.
•Disconnect the telephone or LAN cable from the wall before moving your system.
To prevent damage to equipment, do not confuse telephone jacks
that connect to the modem and LAN connectors that are bigger:
To reduce the risk of fire, only connect the modem to the tele-
phone line using the supplied cable (see
Specifications p.189).

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1
Disconnecting your Mailing System
How to Disconnect your Mailing System
How to Dis-
connect your
Mailing System
1First switch your Mailing System to OFF mode (see How to
Turn the Mailing System to OFF Mode
p.22).
2Unplug the power cord from the wall outlet.
3Unplug the LAN cable and the telephone cord from their
sockets as they may still be energized.
Only unplug the power cord when the Mailing System is in OFF
mode or Sleep mode to avoid keeping the ink cartridge in an
unprotected position where the ink may dry out and become
unusable.

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1

Meet Yo ur Mailing System
Get to know your Mailing System in this section.
2.1 System Layout ...................................................................... 13
2.2 Accessories........................................................................... 15
2.3 Control Panel Features......................................................... 16
2.4 Connections.......................................................................... 19
2.5 Power Management ............................................................ 21
How to Turn the Mailing System to Sleep Mode............................................................. 21
How to Turn the Mailing System to OFF Mode............................................................... 22
2 Meet Your Mailing
System

Meet Your Mailing System
12
2

Meet Your Mailing System
13
2
System Layout
System Components
2.1 System Layout
Weighing Platform Measures the weight of mail pieces.
Automatic Label Dis-
penser
Contains labels to be printed.
System Base Prints envelopes (or labels) and controls the Mailing
System.
Control Panel Allows you to control the Mailing System.
Label Storage
User Guide Receptacle
Use this slot to store extra labels horizontally.
Catch Tray Receives mail pieces after processing.
Jam Release Handle Allows you to remove jammed envelopes or labels.
Feed Table Beginning of the mail transport path.
Moistener (option) Seals envelopes.

Meet Your Mailing System
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2
Inside the system base
Rear guide-wall Guides envelopes into the feeder.
Auto label dispenser Contains labels to be printed.
Auto feeder Automatically feeds the system with envelopes
(optional).
Side guide Holds large envelopes in place for feeding.
Sealer Bottle (if
installed)
Automatically seals mail when the function is acti-
vated.
Cover Lift by front side to open.
Ink Cartridge Prints the postal imprint on envelopes.
Postal Security Device
(PSD)
Postage meter. Stores postage funds and tracks post-
age usage.

Meet Your Mailing System
15
2
Accessories
Report Printer (option)
A USB printer can be directly connected to the mailing system for printing mailing-
related reports.
Barcode Scanner (option)
This scanner is used:
•to identify accounts through barcodes
•to scan tracking numbers on mails and send them to postal server
2.2 Accessories
For more information about compatible printers that can connect
to your mailing system, please contact technical support.