Pitney Bowes DM125 Manual

DM125
DM225
INVIEW™Accounting
for DM125 and DM225
Digital Mailing Systems
Operator Guide

SV62371 Rev. A
January 2010
INVIEW™Accounting: Operator Guide
for DM125 and DM225 Digital Mailing Systems
©2010 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 digital mailing system may not
have some of the features described in this book. Available features
vary, depending on the model of your mailing system, installed
options, system software level, how your system is set up and the
country it is designed to operate in.
INVIEW, E-Z Seal and Postage By Phone are trademarks or
registered trademarks of Pitney Bowes Inc. ENERGY STAR is a
registered trademark of the United States Environmental Protection
Agency.

iiiSV62371 Rev. A
Pitney Bowes Contact List
DM125 DM225
Machine Identification
Product Name: DM125 Digital Mailing System
Model Number: PR00
OR
Product Name: DM225 Digital Mailing System
Model Number: PRL1
Resources
For support information, go to www.pb.com and click on Customer
Support.Click on Meters and Mailing Systems, then click on the
appropriate product name link.
To order PB supplies and accessories, go to:
www.pb.com and click on Supplies
OR
order by phone at 1-800-243-7824 (M-F 8:00 AM to 8:00 PM ET.)
To view a list of your equipment, pay invoices online, or you have
questions about your Postage-by-Phone account go to:
www.pb.com and click on My Account
For questions about your account or the product, call the Pitney
Bowes Customer Care Center at 1-800-522-0020 (Monday through
Friday, 8:00 AM - 8:00 PM ET).
To contact the United Stated Postal Service® (USPS), visit:
www.USPS.com

iv
Pitney Bowes Contact List
SV62371 Rev. A
This Page Intentionally Blank

v
Table of Contents
SV62371 Rev. A
Table of Contents
1 • Read this First
What's in this Guide...........................................................1-1
Overview of Accounting.....................................................1-1
INVIEW™Accounting and INVIEW™Meter Reporting .......1-2
2 • System Setup for INVIEW™Accounting
Introduction........................................................................2-1
Overview of INVIEW Accounting Activation and Setup .....2-2
Activating Accounting and Selecting INVIEW as the Type 2-4
Setting Up a Supervisor Password....................................2-5
Setting Up an Account Password ......................................2-6
Setting the Accounting Period ...........................................2-7
Setting Global Surcharges............................................... 2-11
Turning Surcharges On and Off ................................2-11
Configuring Surcharges ........................................... 2-12
Clearing All Surcharges ........................................... 2-14
Setting a Station ID..........................................................2-15
Configuring the Optional Barcode Scanner.....................2-16
Setting Up the Optional PC Transfer Utility .....................2-17
3 • Setting Up and Working With Accounts
Account Options ................................................................3-1
INVIEW™Accounting Structure .........................................3-1
Managing Accounts ...........................................................3-3
Creating a New Account....................................................3-3
Creating a Sub Account or SubSub Account ............. 3-5
Viewing and Editing Accounts ...........................................3-6
Selecting the Accounting Type ..........................................3-6
Clearing Account Data.......................................................3-7
Deleting an Account...........................................................3-8
4 • Running Mail
Home Screen with INVIEW™Accounting Activated ..............4-1
Selecting an Account to Track Postage .............................4-2
Applying Postage...............................................................4-3

vi
Table of Contents
SV62371 Rev. A
Selecting a Class or Special Services...............................4-3
5 • Transaction Options
Transaction Options...........................................................5-1
Viewing a Transaction .......................................................5-2
Adding a Manual Transaction ............................................5-4
Moving (Transferring) Transaction Data from One
Account to Another ............................................................5-6
Print Transactions Log Report ...........................................5-8
Clearing the Transaction Log.............................................5-9
Setting When Transaction Log Full Message Displays .....5-9
Defining the Action When the Transaction Log is Full .....5-10
6 • Running Reports
Accounting Reports ...........................................................6-1
Transaction Log Report .....................................................6-2
Account Summary .............................................................6-3
Quick Profile Report ..........................................................6-4
Accounting Setup Report...................................................6-5
Account List Report ...........................................................6-6
Speed Code List Report ....................................................6-7
7 • Transferring Data at End of Fiscal Periods
Transferring Data at the End of Accounting Periods .........7-1
Transferring Data at End of Fiscal Year.............................7-2
Standard Accounting Periods..................................... 7-2
Custom Accounting Periods....................................... 7-3
8 • Troubleshooting
Index

1-1
SV62371 Rev. A
1 • Read This First
Overview of Accounting
An accounting feature on a mailing system allows you to track
your postage costs by categories. These categories can represent
whatever makes sense to your organization - departments, people,
locations, projects, etc. In more advanced accounting features (such
as INVIEW™Accounting), you can further categorize your costs
using subaccounts, and even subsubaccounts.
Tracking your mailing expenses with categories allows you to
manage your postal costs in a more efficient manner by knowing who
(or what department) is using what type of postage to ship what type
of mail.
The information in this manual describes how to set up the INVIEW™
Accounting option. With this model of mailing machine, you also
have a choice of using the Standard accounting package.
What's in this Guide
Section Description
Chapter 1
Read This First Provides an overview of accounting, and specifically what INVIEW accounting is about
Chapter 2
System Setup
for INVIEW™
Explains how to configure your system to use the
INVIEW™Accounting system
Chapter 3
Setting Up and
Working With
Accounts
Tells you how to set up individual accounts, and edit and
delete existing accounts
Chapter 4
Running Mail Describes how to run mail with INVIEW™Accounting activated
Chapter 5
Transaction
Options
Describes how to enter manual transactions and how to
view, clear or void transactions
Chapter 6
Running
Reports
Explains how to run accounting reports provided with
your system
Chapter 7
Troubleshooting Describes how to handle accounting errors or warnings you may encounter on your system

1-2
1 • Read This First
SV62371 Rev. A
INVIEW™Accounting and INVIEW™Meter Reporting
Besides the INVIEW™Accounting reports and information you can
run from your machine, there is a optional web-based solution
available from Pitney Bowes that allows you to view and consolidate
meter usage from multiple machines in your organization. This
solution is called INVIEW™Meter Reporting and is accessible from
the Pitney Bowes website when you logon to My Account.
The INVIEW™Meter Reporting system allows you to view and
analyze your postage meter activity for one meter, one location,
or across your entire enterprise. The meter activity for each meter
is transferred to the INVIEW™Meter Reporting system whenever
you connect your meter to the Pitney Bowes Data Center to refill
postage, check on available funds in your Postage By Phone
account, or during other inspection or maintenance processes.
The system provides a series of charts and reports that summarize
the usage activities from selected meters for user-defined periods of
time. The charts and reports are organized into different page tabs
that group similar information together to keep web site navigation
simple.
Charts and reports are generated using standardized input fields that
allow you to select a specific report and specify a date range and
meter selection to determine what information is to be displayed. You
also have the ability to export your information to print format (PDF),
spreadsheet format (Excel), and standard CSV (comma separated
variable) file format.
In addition, the system provides a comprehensive set of user-defined
preferences you can use to tell the system how to group and identify
each of your postage meters. You can:
• Assign meaningful customized names to identify your meters
and to identify the locations at which they are installed
• Create meter groups that enable you to easily select and
view information from meters that perform similar roles across
locations
• Assign a reference code to each meter that will allow you to
associate usage information (pieces and postage cost) to an
internal reference such as a chargeback code or purchase order
number.

1-3
1 • Read This First
SV62371 Rev. A
Accounting Reports Option of INVIEW™Meter Reporting
The Accounting Reports option within the INVIEW™Meter Reporting
system offers unparalleled flexibility in accessing and presenting in-
formation about where, how, and when postage is used within your
organization, based on account information. Like meter activity, the
account activity for each meter is transferred to the INVIEW™Meter
Reporting system whenever you connect your meter to the Pitney
Bowes Data Center to refill postage, check on available funds in your
Postage By Phone account, or during other inspection or mainte-
nance processes.
The Accounting Reports option can support account information up-
loaded from mailing machines using INVIEW™Accounting, Budget
Manager, or Business Manager accounting systems.
The Accounting Reports option allows you to see:
• the most used accounts by mail pieces and or postage. These
results can be displayed as a stacked bar chart or as a table.
• the number of pieces and total dollars charged to each account.
The total charged includes the postage, additional fees such as
delivery confirmation, and any surcharges applied by the mail cen-
ter. Subtotals are provided for subaccounts and subsubaccounts.
• the details for each mail class within each account. This includes
the number of pieces, total charged to each account, and break-
down of total charged as postage, additional fees such as deliv-
ery confirmation, and any surcharges applied by the mail center.
• the average cost per piece at different locations over the time
period selected. Pieces from all meters at each location are in-
cluded in the average.
• the details on specific transactions. This includes each transac-
tion, or batch of mail, grouped at the lowest level of account.
Transaction details also include the class of mail selected for
the batch (or the class determined by Weigh and Dimension on
the Way), the number of pieces processed, the postage, fees,
surcharge, total cost allocated, and the time each transaction
started and ended.
On most reports, the results for a selected time period can be
compared to another time period for instant comparison.
INVIEW™Accounting and INVIEW™Meter Reporting

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1 • Read This First
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This Page Intentionally Blank

2-1
SV62371 Rev. A
2 • System Setup for
INVIEW™Accounting
Introduction
This chapter contains the system settings necessary to enable
INVIEW™Accounting on your mailing system. Depending on your
requirements, you may need to follow all or only some of the setup
procedures listed here.
You can also create a supervisor password to limit access to setting
up accounts and accessing accounts (see elsewhere in this chapter).
In addition, you can include account information in your custom
presets. Refer to Chapter 5, Normal and Custom Presets of the
DM100i, DM200L, DM125, DM225 Operator Guide (SV62276) for
instructions on setting up presets.

2-2
2 • System Setup for INVIEW™ Accounting
SV62371 Rev. A
Overview of INVIEW Accounting Activation and Setup
The table below provides an overview of the process of setting up
INVIEW accounting. It covers the entire "life cycle" of an account,
from creation to deletion.
Step Action Description/Procedure
1Turn On
Accounting
Feature
Turns on INVIEW Accounting. This is necessary
before you can create accounts in INVIEW. See
later section in this chapter for procedure
2Create a
Supervisor
Password
(optional)
If you establish a Supervisor password, a user will
need to enter this password to add, edit, or delete
Accounts; and for clearing Account totals. Also,
you need to set up a Supervisor password before
you can enable Account passwords. See later
section in this chapter for procedure.
3Set Station ID
(optional) The Station ID is printed on accounting reports to identify the mailing system where the reports were
generated. This feature is useful when you have
several different mailing systems that generate
reports. See later section in this chapter for
procedure.
4Setting the
Accounting
Period
Sets up your accounting periods and fiscal year.
See later section in this chapter for procedure.
5Setting Global
Surcharges
(optional)
You can set up a global surcharge is that applies
to each transaction (or piece) processed by
INVIEW™Accounting. See later section in this
chapter for procedure.
6Configuring
Barcode
Scanner
(optional)
If you are using the optional barcode scanner,
you can set how it interprets data read from the
barcode label attached to mail pieces that have
a USPS Confirmation Services feature applied
on them. See later section in this chapter for
procedure.
7Create
Account Sets up your account name (and password if desired). See Chapter 3, Setting up Accounts for
procedure.
8Maintain (Edit)
Account Allows you to change various attributes of an account. See Chapter 3, Setting up Accounts for
procedure.

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2 • System Setup for INVIEW™ Accounting
SV62371 Rev. A
Overview of INVIEW Accounting Activation and Setup
Step Action Description/Procedure
9Select
Account Allows you to choose the specific account when running a mail piece through the machine. See
Chapter 4, Running Mail for procedure.
10 View/Print
Account Data Allows you to view/print the transaction data and totals for an account.
• For viewing account data detail, see Chapter
5, Transactions Option for procedure.
• For printing account data and totals, see
Chapter 6, Reports for procedure.
11 Set up PC
Transfer Utility
(optional)
If you are using the PC Transfer Utility, you may
need to configure the Host IP address and TCP
Port for the PC. See later section in this chapter
for procedure.
12 Clear Account
Data Allows you to clear an account (for example, at the beginning of a new fiscal year). See Chapter
3, Setting up Accounts for procedure.
13 Delete
Accounts Allows you to delete an account. See Chapter 3, Setting up Accounts for procedure.
iNOTE:Make sure you really want to delete
an account. Once you do, the account
information is gone.

2-4
2 • System Setup for INVIEW™ Accounting
SV62371 Rev. A
Activating Accounting and Selecting INVIEW as the
Type
To activate the accounting feature on your mailing system and to
select INVIEW as your accounting type, follow this procedure.
1. Press the Options key.
2. Scroll down and select Turn items ON/OFF.
3. Select Accounting.
iNOTE 1:If the supervisor password is enabled, you may need
to enter it to gain access to all of the accounting functions.
iNOTE 2: If Accounting was already turned on, the type of
accounting currently set for your system is displayed.
4. Select Turn Accounting ON.
5. In the Accounting screen's Select Type menu, select INVIEW
Acct.
A "Please Wait..." message is displayed for a moment, then you
are returned to the Home screen. INVIEW Accounting has been
activated.
NOTE on steps 4 and 5: If, prior to beginning this procedure,
Accounting was already turned on and Standard Accounting
activated, select Change Type, then select INVIEW Acct.
IMPORTANT:
• If you switch from one accounting system to another (that is,
"Standard" to "INVIEW" or vice versa), you will lose all of the
data in the original accounting system.
• Turning "OFF" the Accounting feature when you have already
started using one of the accounting types ("Standard" or
"INVIEW") is not recommended. Accounting data from this
point forward will no longer be recorded, and your accounting
data will start to go out-of-date, compromising the integrity of
that data.
• If either accounting type is enabled, you must select an
account whenever you run mail.
ACCOUNTING
Select Type
◄Standard Acct.
◄INVIEW Acct.

2-5
2 • System Setup for INVIEW™ Accounting
SV62371 Rev. A
1. Press the Options key.
2. Press Page Down twice.
3. Select LockCode/Passwords.
4. Select Supervisor Password. If there is an existing supervisor
password, you are prompted to key in the 4-digit code.
Supervisor Options
◄Disable password
◄Change password
5. You then have a choice to either disable the password (if
present) or change (or establish) the password.
A. To disable the password:
Select Disable Password. At the "Supervisor Password has
been disabled" message, select Continue.
B. To change or establish the password:
Select Change password. At the prompt, type in a new
password (4 digits) and select Continue. Re-enter the new
password again to confirm and select Continue. At the
"Supervisor Password has been enabled" message, select
Continue.
6. Press Clear (←) to return to Options menu.
Setting Up a Supervisor Password
A Supervisor password can be used to prevent unauthorized account
changes within INVIEW Accounting. If you establish a Supervisor
password, a user will need to enter this password to add, edit, or
delete accounts; and for clearing account totals.
PASSWORDS
◄Meter Lock Code
◄Supervisor Password

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2 • System Setup for INVIEW™ Accounting
SV62371 Rev. A
Setting Up an Account Password
An account password can be used to prevent unauthorized charges
to an account when running mail. If you create a password for an
account, a user must enter this password before selecting it when
running mail. (NOTE: In order to set up account passwords, the
supervisor must first set up a supervisor password. See previous
page in this guide.)
1. Press the Options key.
2. Press Page Down once.
3. Select Turn items ON/OFF.
4. Select Account Passwords.
5. Select Turn Passwords ON. You are automatically advanced to
the Home screen.
6. In the Home screen, select Select an account.
7. In the Accounts screen, select Manage INVIEW accts.
8. In the Manage Accounts screen, select Edit/View account.
9. Use the desired search method (View List, Enter Speed Code, or
Enter Acct. Name) to find and select the appropriate account.
10. In the Edit Account screen, select Password.
11. In the Enter Password screen, use the keypad to enter the
desired password (four characters maximum).
12. In the Confirm screen, enter the password.
13. Select Set.
12. In the Edit Account screen, select Done.
13. In the Account Modified screen, select Done. You are
automatically returned to the Manage Accounts screen.

2-7
2 • System Setup for INVIEW™ Accounting
SV62371 Rev. A
Setting the Accounting Period
You need to set up the fiscal year (accounting period) so the system
can track the transactions under the proper accounting dates used
within your organization. You can also choose the intervals (monthly,
quarterly, etc.) that you use for reporting your accounting data.
1. Press the Home key to display the Home screen, then press the
appropriate softkey to select Select an account.
mmm dd yy ≡0.00≡
◄Select an account: Name
◄CLASS: None
◄SCALE: 0lb 0.0oz
2. Select Setup INVIEW.
ACCOUNTS
◄Manage INVIEW accts
◄Setup INVIEW
◄Manage Transactions
iNOTE: If the supervisor password is enabled, you may need
to enter it to gain access accounting setup functions.
3. Select Accounting periods. The Set New Acct. Period screen is
displayed with the current accounting period dates.
SET NEW ACCT. PERIOD
(mm/dd/yy-mm/dd/yy)
◄Standard
◄Custom
You have a choice of viewing or changing the following:
• Standard - allows you to set up a standard (12-month)
accounting year. Continue with Step 4 on next page.
• Custom - allows you to set up a custom accounting year
(something other than 12-months). Continue with Step 5 on
page 2-8.

2-8
2 • System Setup for INVIEW™ Accounting
SV62371 Rev. A
Setting the Accounting Period (contd.)
4. If you select Standard, you can change the Start Date and/or
number of accounting (minor) periods in your fiscal year. The
default Start Date is today’s date, and the default End Date is
one year ahead minus one day from today's date.
EDIT STANDARD PERIOD
◄Start Date mm/dd/yy
End Date mm/dd/yy
◄Minor Periods xx
• If you select Start Date (to modify it), a new screen prompts
you to enter the start date for your fiscal year in mm/dd/yy
format. Enter the date and select OK when done. The End
Date is automatically filled in by the system as being one
year later than the Start Date, less one day. For example, if
you entered 03/10/10 as the Start Date, the End Date would
display as 03/09/11.
iNOTE 1: You can enter a Start Date that is within the
current calendar year. For example, if today’s date
is 3/10/2010, you can enter a Start Date as early as
1/10/2010.
iNOTE 2: Once you run a transaction, you cannot change
the Start Date of the fiscal year until you clear the
accounting data, which is normally done when the fiscal
year ends.
• If you select Minor Periods (to modify it), a new screen
prompts you to enter the number periods for your fiscal
year. Enter 0(annual), 2(twice yearly), 4(quarterly,) or
12 (monthly). Select OK when done. This represents the
intervals (monthly, quarterly, etc.) that you use for reporting
your accounting data.

2-9
2 • System Setup for INVIEW™ Accounting
SV62371 Rev. A
5. If you select Custom, you can create your own accounting
periods. The system automatically assigns the "Start Date" as
the current date. "End Date 1" is the last day of current month,
and "End Date 2" is same as End Date 1.
EDIT CUSTOM PERIOD
Start Date mm/dd/yy
◄End Date 1 mm/dd/yy
◄End Date 2 mm/dd/yy
• If you select End Date 1(to modify it), a new screen prompts
you to enter the first end date in mm/dd/yy format. This date
represents when the first accounting "interval" ends in your
"custom" period. Enter the date and select OK when done.
• If you select End Date 2 (to modify it), a new screen prompts
you to enter the second end date in mm/dd/yy format. This
date represents when your custom "period" ends, and as
such, must always be equal to, or later, than End Date 1.
Enter the date and select OK when done.
iNOTE 1: For custom periods, you can extend the end
dates at any time. In all cases, though, End Date 2 must
always be the same as, or after, End Date 1.
iNOTE 2: Once End Date 1 is reached, you either must
clear the account data for that "interval", extend the end
dates (for both End Date 1 and End Date 2), or do both
(clear the account data and extend the end dates) You
will be prompted to print the data before it is cleared.
Also, you will not be allowed to run mail until you either
clear the data or extend the periods.
Setting the Accounting Period (contd.)

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2 • System Setup for INVIEW™ Accounting
SV62371 Rev. A
The Custom Period feature allows you to create successive
custom reporting "intervals" by extending End Date 1 when the
first End Date 1 has been reached.
For example, if you need to track your accounts on a weekly
basis for a month, enter an End Date 1 that represents one week
into the future, and set your End Date 2 to a date one month in
advance. Once End Date 1 date is met, print your reports for
this interval and then clear it. Then change End Date 1 to one
week into the future again. Once that End Date 1 date is met the
following week, print your reports again for this interval and then
clear it. Continue with these steps until you complete the whole
month.
In the meantime, your period represented by End Date 2
continues to accumulate totals from each of your "interval"
weeks, so that by the end of the month, the data represents the
total for all of your weeks (that is, all of your "intervals"). At this
point, you can print the totals, clear the totals, or continue to
extend the dates as needed.
Setting the Accounting Period (contd.)