Pitney Bowes DM100i Series User manual

Reference Manual
Using USPS®Confirmation Services
with Digital Mailing Systems
DM100i, DM125, DM225, DM200L, DM300c, DM400c, DM450c,
DM475, DP100i, DP200L, DP300C, DP400C, DP450C, DP475

SV61156 Rev. F
June 2011
©2004, 2010, 2011 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
specifications as well as performance features are subject to change without notice. Your
mailing system may not have some of the features described in this book. Some features are
optional and furnished at extra cost.
DM100i, DM200L, DM125, DM225, DM300c, DM400c, DM450c, DM475 and IntelliLink are
trademarks and Postage By Phone is a registered trademark of Pitney Bowes Inc. SECAP
is a trademark of SECAP, Inc. USPS and ZIP Code are registered trademarks and Certified
Mail, Signature Confirmation and Delivery Confirmation are trademarks of the United States
Postal Service.

USING USPS®
CONFIRMATION
SERVICES
1. INTRODUCTION..................................................2
2. ABOUT USPS CONFIRMATION SERVICES..............3
3. USING CONFIRMATION SERVICES—AN OVERVIEW...8
4. STEP-BY-STEP INSTRUCTIONS .......................... 11
5. ABOUT LABELS ...............................................22
6. TRACKING MAIL ON THE INTERNET .....................24
7. FREQUENTLY ASKED QUESTIONS .......................26

Digital Mailing Systems
2SV61156 Rev. F
About this Book
You should be thoroughly familiar with the operation of your
mailing system. Please refer to the operating guides fur-
nished with your equipment for complete instructions. You
should also be familiar with the special services offered
by the United States Postal Service®(USPS). This book
provides general information about available confirmation
services. For the most current information, visit the Postal
Service’s web site at: www.usps.com
This book explains how to use your mailing system to take
full advantage of USPS®confirmation services. It explains
what these services are and how to use them.
This book provides instructions for using confirmation ser-
vices with these mailing systems:
• DM100i, DM125, DM200L, DM225, DM300c, DM400c,
DM450c, and DM475.
• DP100i, DP200L, DP300C, DP400C, DP450C, DP475.
Equipment
Covered
What You Should
Know
How to Use this
Book
1. Introduction
Please take a few minutes to read through this manual and
familiarize yourself with the benefits of using your mailing
system as a gateway to the special electronic services of-
fered by the United States Postal Service.
• Section 2 describes these services in detail;
• Section 3 provides quick instructions for using confir-
mation services;
• Section 4 has step-by-step instructions for all mailing
systems;
• Section 5 explains how to apply and order labels;
• Section 6 tells you how to track your mail using the In-
ternet; and
• Section 7 has helpful answers to a number of frequent-
ly asked questions.
The USPS offers several services to confirm delivery of
your mail piece. Among these are Delivery Confirmation™,
Signature Confirmation™, and Certified Mail™.

Using USPS®Confirmation Services
SV61156 Rev. F 3
Delivery Confirmation allows you to verify the date and time
of delivery of your mail pieces or, if the delivery was unsuc-
cessful, the date and time of the delivery attempt.
The service is currently available for First Class Mail par-
cels, Priority Mail parcels, Standard Mail parcels and Pack-
age Services parcels, which include Parcel Post, Library
Mail, Media Mail, and Bound Printed Matter.
You may combine Delivery Confirmation with other services
such as COD, insured mail, Registered Mail™,Return Re-
ceipt for Merchandise, or special handling. Delivery Confir-
mation may be combined with restricted delivery or return
receipt, if purchased with either insurance for more than
$200, COD, or Registered Mail service.
There is no charge for Delivery Confirmation when you ship
by Priority Mail and provide an electronic file to the Postal
Service.
The USPS also offers a signature proof of delivery ser-
vice—Signature Confirmation. This provides mailers with
the first initial and last name of the recipient, along with the
date, time and delivery ZIP Code.
This service is currently available for First Class Mail par-
cels, Priority Mail, and Package Services parcels which
include Parcel Post, Library Mail, Media Mail, and Bound
Printed Matter.
For security purposes, digital signatures are not publicly
displayed on the web site. You can get actual signatures
from the USPS by fax, mail, or email.
This service meets the needs of mailers who require a
signature for high-value shipments or who are specifically
concerned with avoiding fraud.
2. About USPS Confirmation Services
Delivery
Confirmation—
Green Label
Signature
Confirmation—
Pink Label

Digital Mailing Systems
4SV61156 Rev. F
Certified Mail is a service offered by the USPS for a fee in
addition to postage, and may be combined with restricted
delivery and return receipt. This service is available for
Priority Mail and First Class Mail. Certified Mail provides a
delivery record that the Postal Service keeps for two years.
You can view the Certified Mail delivery record on the Track
and Confirm website at usps.com (see Section 6).
If you want hardcopy receipts or wish to specify restricted
delivery of your Certified Mail, there are options available
at your local Post Office (all at extra cost, payable to the
USPS). These are described below.
Return Receipts
Return receipt postcards are available from your local Post
Office.
When you buy the return receipt postcard, sending a mail
piece by Certified Mail assures that you have legal proof of
receipt of the communication. The Postal Service sends the
green return receipt postcard back to you, the sender. This
is a very useful tool for collecting funds, recovering checks
and making legal notifications. A return receipt for Certified
Mail serves as a legal document proving the date and time
when the recipient took possession of the mail piece.
2. About USPS Confirmation Services
Certified Mail—
Dark Hunter
Green Label
Signature
Confirmation—
Pink Label (cont.)
You may combine Signature Confirmation with COD In-
sured mail, Registered Mail, and special handling. It may
also be combined with restricted delivery if purchased with
insurance for more than $220, COD, or Registered Mail
service. This is an additional cost for Signature Confirma-
tion service.
As an add-on service to Delivery Confirmation, there is an
additional cost. When you upload (send) the transaction
using your mailing system, the additional cost is slightly
lower than if your local Post Office handles the transaction.

Using USPS®Confirmation Services
SV61156 Rev. F 5
2. About USPS Confirmation Services
If you decide you want a return receipt after you’ve mailed
your Certified Mail piece, go to your local Post Office and
ask for this service. The Post Office will give you a scanned
image of the recipient’s signature, along with the date of
delivery. Be sure to provide the 22-digit barcode used on
the mail piece. There is a fee for this service.
Restricted Delivery
You also have the option of requesting Restricted Delivery
of your Certified Mail piece. This assures that only the spe-
cific person you sent the mail piece to can receive and sign
for it.
Certified Mail and Options
The Postal Service charges additional fees for the follow-
ing:
• Certified Mail
• Return Receipt Requested at Time of Mailing
Shows to whom the piece was delivered, the original
signature, date of delivery, and recipient's address, if
different.
• Restricted Delivery
Only allows a specific person to receive and sign for
the mail piece.
• Return Receipt Requested after Mailing
Shows to whom the piece was delivered, scanned
signature, date of delivery, and delivery address.
For current fees, go to www.usps.com/prices or ask your
postal representative.
HINT: Contact your
local Post Office or
www.usps.com for
conditions and fees
associated with Certi-
fied Mail options.
Certified Mail—
Dark Hunter
Green Label
(cont.)

Digital Mailing Systems
6SV61156 Rev. F
2. About USPS Confirmation Services
USPS Forms Obtaining a Mailer ID (MID) from USPS for
Electronic Return Receipt (ERR)
Meters that use an ERR (Electronic Return Receipt) fea-
ture must be programed with a MID number in order for the
mailer to receive e-receipt files from the USPS.
Before October 2010, the MID was requested from the
USPS via the 5053/5051 postal forms that were filled out
and faxed to the USPS. Now, an MID must be obtained
from the USPS via an online tool before the 5053/5051
forms are filled out and faxed to the USPS. The online tool
provides a new MID immediately, avoiding the up-to-72-
hours processing time it took previously.
Once this process is completed, the mailer can obtain ERR
signature files on My Account at www.pb.com.
To obtain a mailer ID (MID) from the USPS:
1. Go to www.usps.com
2. Select the Business Customer Gateway located on
the bottom right hand corner of the web page.
3. If you haven’t already, register as a new user to gain
access to the Business Customer Gateway.
4. Select the "Mailer ID" link to obtain a MID.
5. Enter the Mailer ID (MID) on USPS Form 5053 and/or
5051 (see next page) and fax to the USPS for recording.
6. Provide the Mailer ID (MID) to the Pitney Bowes Cus-
tomer Service Representative upon system installation.
Form 5052, Printer Certification Submission
Customers who wish to complete print their own Delivery or
Signature Confirmation labels must complete this form.

Using USPS®Confirmation Services
SV61156 Rev. F 7
PS Form 5051, Confirmation Services — Electronic
Option Application
This is an administrative application used to establish mail-
ers in the confirmation services database. This form is
required of any customer who wishes to use Delivery Con-
firmation, Signature Confirmation or Certified Mail. Mailers
applying to use these services complete the application
and fax it to the number provided on the form or mail the
form to the address listed. A key element of the application
is the Mailer ID (MID) number for the company applying.
Form 5053, Bulk Proof of Delivery Application
Customers use this form to register for the Certified Elec-
tronic Return Receipt (ERR) service. Customers must
enter their 9-digit Mailer ID (MID) provided to them from
the USPS online tool (see previous page). This same MID
must also be entered into their postage meter to complete
the process.
Form 1357-S, Request for Computer Access
This is required only for those customers who wish to re-
ceive daily detail extract files from the USPS 16 times a
day. Such customers can update their own systems with
this tracking data.
IMPORTANT! The application process cannot be completed
without Forms 5053 and 1357.
PS Form 109, Application to Print Special Services
Barcoded Forms/Labels
This form allows the USPS to verify your Mailer ID (MID)
number and check that your barcode printing software is
certified. This is for customers who want to print their own
certified labels. This form is required in addition to PS Form
5051.
2. About USPS Confirmation Services
USPS Forms

Digital Mailing Systems
8SV61156 Rev. F
How USPS
Confirmation
Services Work
The diagrams on the next two pages show the confirmation
services process.
You begin by applying a preprinted barcode label unique to
the specific service you desire. The barcode in each label
includes a unique Package Identification Code (PIC).
To process a mail piece, select the service and class of
mail you want, then enter the destination ZIP Code and
barcode number using your control panel’s numeric key-
pad. Your mailing system stores a confirmation data record
for each piece of mail you process. It also prints the correct
postage on a tape strip or directly on your envelope, then
prompts you for the next barcode.
Your mailing system sends confirmation records to the
Data Center when you’ve finished processing, or when
you've processed the maximum number of pieces it can
store. Your mailing system also prints a receipt for each
transaction.
You can drop the mail off anywhere mail is accepted.
Using the Delivery Tracking System on our web site, you
can verify delivery of individual items at:
www.pb.com
See section 7. Tracking Mail on the Internet for more infor-
mation.
For complete description of confirmation services, see
USPS publication 91 available at:
www.usps.com
3. Using Confirmation Services—an Overview
HINT: When you use
Delivery or Signature
confirmation services
with your mailing sys-
tem and send barcodes
electronically, you get a
discount on the cost of
the service.
Remember: The dis-
count applies only if
you use the barcode la-
bels provided by Pitney
Bowes and send the
records electronically.

Using USPS®Confirmation Services
SV61156 Rev. F 9
Make sure you have an adequate supply of pre-printed labels provided by your Pit-
ney Bowes or SECAP dealer (see Section 5 for ordering instructions). Please do not
use retail labels supplied by your Post Office – they won’t work with your system.
Before You Start
3. Using Confirmation Services—an Overview
Be sure to select the green label for Delivery Confirmation, the pink label for
Signature Confirmation, or the dark hunter green label for Certified Mail.
Make sure your mailing system is set up to connect to the Data Center, the
way you are normally connected when adding postage.
Note that confirmation services are not available for International Mail, APO
or FPO mail, or for items addressed to U.S. territories, possessions, or freely
associated states (with the exception of Puerto Rico and the U.S. Virgin Is-
lands).
You should be thoroughly familiar with the operation of your mailing system
and electronic scale (if you’re using one). Please see the operating guides
furnished with your equipment for complete instructions.
Pre-Printed Label
(Correct)
Retail Label from Post Office
(Do NOT use)
X
• has “e” in upper left corner
• 22 digits for barcode
• no “e” in upper left corner
• 20 digits for barcode

SERVICES $3.85
√E-Del Con
◄Insurance
◄Done
Enter Destination ZIP
Code
Enter Barcode Number
from Label
SERVICES
$
3.85
√E-
Del Con
◄In
surance
Ent
e
r D
es
tin
a
ti
o
n ZIP
C
od
e
1
Print postage on an envelope or tape.
Apply the barcode label to your mail piece. If prompt-
ed, press Yes or select Continue.
Follow the prompts on your display to process more
Confirmation mail pieces.
8
2Select the class of mail, for example, Priority Mail.
Select Class
Select the service you want, for example, E-Del Con.
A check mark appears. Press Yes.
Select Service
Enter Destination ZIP Code
Enter Barcode
Print Postage
Apply Barcode Label
Enter the 22-digit barcode number from the Confirma-
tions Services label; then press Yes or select Continue.
If you have the optional hand-held scanner connect-
ed to your mailing machine, you can use it to scan
the barcode pattern instead of manually entering
the barcode numbers.
Type in the 5-digit destination ZIP Code. Press Yes.
9
More to Process?
Transfer Files
Weigh the mail piece on the scale.
Weigh the Envelope or Package
Follow prompts to upload records or wait to send
them when memory is full. If accounting is enabled,
system will prompt for account.
7
6
5
4
3

Using USPS®Confirmation Services
SV61156 Rev. F 11
4. Step-By-Step Instructions
Using
Confirmation
Services –
All Models
The instructions below explain how to include confirmation
services for your mail piece.
1. Place the piece of mail or package on the scale.
2. Select the class (for example, Priority Mail) using the
corresponding selection key on the control panel.
3. At the Services screen, press down arrow key until you
see the confirmation service you want (for example,
E-Del Con). Select the service using the corresponding
selection key on the control panel.
NOTES:
• As soon as you select the service, a check mark ap-
pears in front of it. Other service options may no longer
appear.
• When using confirmation services, you cannot type
in the postage amount manually. Your mailing system
automatically calculates the correct postage.
4. Select Done or press Enter.
5. If a destination ZIP Code has not yet been entered for
this transaction, the machine prompts you to enter it.
Use the numeric keyboard to enter the 5-digit destina-
tion ZIP Code.
6. Select Continue or Accept.

Digital Mailing Systems
12 SV61156 Rev. F
You can peel
this portion and
apply it to your
own records.
7. If this is the first time you are entering a confirmation
service or you have just started a new package of la-
bels, enter the 22-digit barcode number.
NOTE: If you have the optional hand-held scanner
connected to your mailing machine, you can use it to
scan the barcode pattern instead of manually entering
the barcode numbers.
4. Step-By-Step Instructions
Key in the
last digit of
the barcode
number
If you’ve used the confirmation service before, the next
barcode value in the label series appears. At this point,
you can complete the barcode value by just entering
the last digit.
Using
Confirmation
Services –
All Models (cont.)
Key in the
22-digits of
the barcode
number
8. When finished keying in the number, select Continue
or Accept.

Using USPS®Confirmation Services
SV61156 Rev. F 13
4. Step-By-Step Instructions
9. If prompted, apply the barcode label to the piece of mail
(see page 22 for information on label placement).
NOTE: Make sure to use labels in the order they come off
the roll. This ensures that the barcode label matches the
barcode in the system.
10. Select Continue. Insert the tape sheet or place the
piece of mail on the feeder to print postage. The post-
age is printed on the mail piece or tape sheet.
11. The display asks if you want to process another con-
firmation services item. Follow the prompts to proceed
with more confirmation services items. If you’re done,
select No.
Using
Confirmation
Services –
All Models (cont.)

Digital Mailing Systems
14 SV61156 Rev. F
4. Step-By-Step Instructions
HINT: If possible,
leave your mailing
system in a “ready to
connect” state for easy
uploads to the Data
Center.
IMPORTANT NOTE
FOR DM100i, DM200L,
DM125, DM225,
DP100i, and DP200L
Users: Your mailing
systems DO NOT sup-
port the ERR feature or
external printers.
HINT: Many find it
handy to print a receipt
to record the recipient
with the tracking num-
ber. There are spaces
at the end of this guide
for you to paste the
USPS receipt for future
reference.
12. The system prompts you to upload the records. Select
Yes to upload. Make sure your mailing system is set
up to connect to the PB Data Center (the way you are
normally connected when adding postage). A “Sending
confirmation record. Please wait.” message (or
something) similar displays during the upload process.
13. If You Don’t Have the ERR Feature:
After uploading the records, the system prompts you
to print receipts. Insert envelope(s) or tape sheet(s)
to print the receipts. The system returns to the Home
screen when finished.
If You Do Have the ERR Feature:
The system asks if you want to print a postal manifest.
• If you have a printer, select Yes to print the mani-
fest; select No if you don’t want a manifest.
• If you don’t have a printer, select No. You can print
receipts from the Reports menu. Select Confirma-
tion Records, Last Set Receipts.
Using
Confirmation
Services –
All Models (cont.)

Using USPS®Confirmation Services
SV61156 Rev. F 15
Managing Confirmation Services Records
The instructions below explain how to manage confirmation
services records on your system.
1. Press Options.
2. Press Page Down twice and select Advanced
Features.
3. Select Manage Conf Records to display the Manage
Records screen. Press Page Down for more options.
NOTE: If this is the first time you’re adding records on the
system, only the Add Record option will appear. The Delete
Record option will not appear until you have uploaded
records.
4. Select the desired option. (See table below for a de-
scription of options.)
5. Press Home to return to the Home screen.
4. Step-By-Step Instructions
DM100i, DM125,
DM200L, DM225,
and DP100i,
DP200L Systems
Only
Manage Conf Records Screen
Description of Options
Option Description
View Record * Select to display a list of records by bar-
code numbers, then select the one you
want to view. The type of service (DEL-
CON, for example) and the ZIP Code
are displayed when a record is selected.
Select Continue to return to the list of
records. Press Clear twice to return to the
Manage Conf Records menu.
MANAGE RECORDS
◄View Record
◄Add Record
◄Delete Manifest
MANAGE RECORDS
◄Upload Records
◄Print Report
◄Print Receipt
MANAGE RECORDS
◄Edit Record
* Option is displayed only if
there are records waiting to
be uploaded.

Digital Mailing Systems
16 SV61156 Rev. F
4. Step-By-Step Instructions
DM100i, DM125,
DM200L, DM225,
and DP100i,
DP200L Systems
Only (cont.)
Manage Conf Records Screen
Description of Options
Option Description
Add Record Select to add a new record (for a mail
piece that has had postage applied, but
you want to add a confirmation service to
it). The system prompts you to select a
class and fee, and enter the ZIP Code and
barcode number. It will then print postage
equal to the base class plus the confirma-
tion service fee.
Delete Manifest Select to delete a group of uploaded re-
cords by date. A list of records by barcode
numbers display. Select the one you want
to delete. The details of the record are dis-
played and you are prompted to delete the
record. Press Yes to delete. Press Clear
twice to return to the Confirmation Records
menu.
Upload Records * Select to upload any pending records.
Print Report • Not manifested (records not uploaded)
• Manifested (records uploaded by date)
Print Receipt Select to print the last set of records that
were uploaded.
Edit Record * Select to edit the barcode or ZIP Code of a
records that has not been uploaded.
* Option is displayed only if there are records waiting to be uploaded.

Using USPS®Confirmation Services
SV61156 Rev. F 17
4. Step-By-Step Instructions
Sending Confirmation Services Records at a Later
Time
Your system stores barcode records in memory. If your
mailing system’s connection to the PB Data Center was
not available when you created your confirmation records,
you can upload (send) them at a later time. Your system
will also prompt you when you’ve processed the maximum
number of pieces the memory can store—200.
NOTES:
• We recommend that you set up your mailing system to
connect to the PB Data Center (the way you are normally
connected when adding postage) and send (upload) your
confirmation services records no later than the end of busi-
ness on the same day they were entered to meet USPS
requirements. Otherwise, you will not be able to view the
records on the USPS or delivery tracking system web sites
and it may cause delays in processing your mail.
• When the maximum number of records are reached (200),
the system prompts you to upload records. If you choose
not to, you can continue to run mail, but you cannot use
confirmation services. When the system wakes up, it will
remind you to upload records.
To send your records at a later time:
1. Press Options.
2. Press Page Down twice and select Advanced Fea-
tures.
3. Select Manage Conf Records. The Manage Records
screen is displayed.
DM100i, DM125,
DM200L, DM225,
and DP100i,
DP200L Systems
Only (cont.)
HINT: Make sure your
mailing system is set
up to connect to the PB
Data Center, the way
you are normally con-
nected when adding
postage.
MANAGE RECORDS
◄View Record
◄Add Record
◄Delete Manifest
MANAGE RECORDS
◄Upload Records
◄Print Report
◄Print Receipt
MANAGE RECORDS
◄Edit Record

Digital Mailing Systems
18 SV61156 Rev. F
4. Select Upload Records. The system dials into the Data
Center (this may take a few moments). Various screens
are displayed, letting you know the status of the process.
5. After uploading the records, you will be prompted to
print receipts. Insert envelope(s) or tape sheet(s) to
print the receipts. You return to the Home screen when
finished.
4. Step-By-Step Instructions
DM100i, DM125,
DM200L, DM225,
and DP100i,
DP200L Systems
Only (cont.)
Special Services Report
This report provides a list of the last 200 mail pieces by
barcode number that had one of the USPS confirmation
services applied. Records that have not been uploaded
are one the Not Manifested report. Records that have been
uploaded are listed by date.
1. Press Reports.
2. Select Special Services.
3. When prompted, insert tape sheet or envelope into ma-
chine. The report is printed and you return back to the
Printable reports menu. If it is a multi-page report, you
will be prompted to insert another envelope/tape sheet.
4. Press Clear (back arrow key) to return to Report type
menu or press Home to return to the Home screen.
NOTE: The system holds in memory the last 200 records
processed with confirmation services. As a result, the older re-
cords will “drop off” any list or report and be replaced by newer
records once 200 records have been reached.
Confirmation
Services
page 1 of 1
Barcode
1234567890
2345678901
Printed: JAN 12 04 12 : 17P
Postage
001 . 480
001 . 480
ZIP
06484
06902
Uploaded
JAN 12 04
JAN 09 04